Executive Assistant with 20+ Years Supporting C Suite
Resume:
SHAINAAZ KHAN
************@*****.***
Profile
Professional Executive Assistant/Office Manager with 20+ years of experience supporting C-level/senior executives within the global financial services firms. Highly adept at working with the utmost discretion both independently and as part of a team. Possess excellent verbal/written communication, organizational, problem-solving capabilities, with a strong sense of urgency.
Technical Skills
Highly proficient on a PC with light Mac, advanced MS Office (Word, Outlook, Excel, PowerPoint), Concur, Coupa, Yardi, Gmail, and Google Calendar. Intermediate skills with Google Apps, Google Drive and QuickBooks and Intacct. Education
Associates Degree in Secretarial Science and Accounting, Heald Colleges of San Francisco, CA Professional Experience
S. D. MAYER & ASSOCIATES, San Francisco, CA 04/2025 to 02/2026 Executive Assistant (Contract)
• Provided administrative support to the Managing Partner while exercising a high degree of initiative, discretion, and confidentiality on a professional and personal level including scheduling and heavy calendaring.
• Managed details of multiple confidential and complex assignments with strong follow-up in a tight deadline environment.
• Performed general administrative duties including but not limited to read and routed all mail; prepared correspondence; filing; prepared expense reports; maintained contact database, managed trust accounts. MIZUHO GROUP, San Francisco, CA 01/2025 to 03/2025 Executive Assistant (Contract)
• Provided executive support to three Managing Directors, two Vice Presidents, and two Directors, managing schedules and heavy calendaring.
• Coordinated high-level meetings, correspondence, and workflow for a team of seven executives, ensuring seamless daily operations.
• Coordinated extensive and complex travel arrangements both domestic and international, including extensive planning, detailed travel itinerary building, process visa requirements and maintained record of all passport validations. MACQUARIE HOLDINGS, San Francisco, CA 02/2006 to 02/2023 Executive Assistant/Office Manager (FORMERLY GLL Real Estate Partners, Inc.)
• Provided executive administrative support to C-Level executives (including the CEO, CFO, executive director and controller) while exercising a high degree of initiative, discretion, confidentiality and judgment.
• Handled details of multiple confidential and complex assignments with strong follow-up in a tight deadline environment.
• Managed multiple complex executive calendars including personal calendar for certain executives.
• Organized multiple corporate events including travel plans and meetings for the entire US office (i.e. San Francisco, New York, Orlando) teams with up to 30 staff.
• Oversaw maintenance of office equipment and supplies, coordinated with IT department on all office equipment for new hires and fully prepared office space for new hires; managed all cell phones for employees; handled orientation of all new hires and obtained audio/visual equipment for conference room setups.
• Managed relationships with vendors, service providers, and landlords between all 3 office locations.
• Coordinated corporate meeting/special event planning including board meetings, company off-sites, investor meetings, purchasing gifts, holiday parties across the multiple offices with guests over 100. SHAINAAZ KHAN
************@*****.***
• Coordinated extensive and complex travel arrangements both domestic and international, including extensive planning, detailed travel itinerary building, process visa requirements and maintained record of all passport validations.
• Processed intricate expense reports, office invoices, while dealing with multiple time zones, foreign currencies, and different cultures.
• Supported the Controller with treasury/finance assignments including but not limited to preparing domestic/international wires with different banking platforms.
• Processed all corporate accounts payable invoices and submitted for approval, managed AMEX reconciliation using INTACCT, Coupa and Concur, also generated Purchase Requests/Orders and obtained approval for all invoices, equipment and services.
• Performed general administrative duties including: read and route all mail; prepared correspondence; filing; maintain contact database, managed and ordered office and kitchen supplies and worked closely with all vendors in relation to office setup and requirements. Assisted in the recruiting process of new hires, including travel coordination, and onboarding.
FREMONT PROPERTIES, San Francisco, CA 04/2003 to 01/2006 Executive Assistant (group merged with GLL Real Estate Partner, Inc.)
• Provided administrative support to C-Level executives while exercising a high degree of initiative, discretion, and confidentiality
• Managed details of multiple confidential and complex assignments with strong follow-up in a tight deadline environment.
• Coordinated complex travel arrangements both domestic and international on short notice with detailed itineraries.
• Prepared and submitted expense reports, all office related invoices in a timely manner.
• Performed general administrative duties including but not limited to read and routed all mail; prepared correspondence; filing; prepared expense reports; maintained contact database. UNITED COMMERCIAL BANK, San Francisco, CA 01/2001 to 03/2003 Executive Assistant
• Provided administrative support to the Executive Vice President and Chief Information Officer, duties included preparation of Microsoft PowerPoint presentations, spreadsheets, graphics, confidential reports, correspondence and editing existing documents, meeting minutes, presentation booklets; scheduling appointments; making travel arrangements.
• Prepared reports and presentation materials (including PowerPoint presentations) for Board meetings and IT Steering committee meetings. Acted as a multi-media coordinator, which include physical set-up of presentation equipment and teleconferencing equipment.
• Assisted Senior Vice President, Chief Information Officer and Director of Operations in project management by creating reports and interacting with project team members in preparing and updating task lists. Acted as lead travel coordinator/user of online Amex travel system. Make travel arrangements for Director of Operations and IS Department.
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