SHAZIA REFAI
Newark,CA
Summary
Detail-oriented administrative professional with a strong background in supporting C-suite executives. Enhances scheduling efficiency and manages complex travel logistics while driving process improvements and fostering collaboration. Excels in high-pressure environments and maintains confidentiality in all communications.
Overview
11
11
years of professional experience
Work History
Administrative Specialist
Lawrence Livermore National Laboratory
Livermore, CA
10.2023 - 10.2024
- Provide dedicated administrative support to 20+ professionals on high-priority national projects.
- Managed complex travel authorizations, bookings, and expense reconciliation to support seamless project execution.
- Coordinate secure external visits including clearance verification, agenda preparation, and badging.
- Planned and executed on-site and off-site events to enhance team collaboration and project visibility.
- Maintained and improved tracking systems and reporting tools to streamline administrative processes.
Executive Assistant
Zeda (formerly PrinterPrezz)
Fremont, CA
05.2021 - 07.2023
- Coordinated executive calendars, high-level communications, and global travel logistics to ensure seamless operations.
- Drafted CEO messaging and company-wide communications.
- Facilitated brand visibility initiatives through targeted executive-facing communications, strengthening internal and external messaging.
- Orchestrated national marketing conferences and corporate events, enhancing brand presence and stakeholder engagement.
- Oversaw expense reporting and invoice processing with high accuracy.
Building Secretary
City of Mountain View
Mountain View, CA
08.2020 - 04.2021
- Provided client service to contractors, residents, and city partners, enhancing communication and responsiveness.
- Facilitated internal/external stakeholder meetings and managed public-facing communications.
- Managed department purchasing, invoice processing, and financial tracking.
- Assisted Chief Building Officials and Directors in streamlining administrative operations.
Executive Assistant
PrinterPrezz
Fremont, CA
08.2018 - 06.2020
- Supported 15 executives, improving scheduling efficiency and executive productivity by 20%.
- Coordinated travel logistics for executives, ensuring timely arrivals and seamless accommodations.
- Oversaw cross-departmental projects from planning to execution, enhancing collaboration and project outcomes.
- Optimized administrative workflows to consistently meet tight deadlines and improve operational efficiency.
Legal Secretary
Kirkland & Ellis LLP
Palo Alto, CA
08.2016 - 07.2018
- Supported partners and associates by organizing case files and managing schedules in fast-paced legal environment.
- Oversaw billing, expense reports, legal filings, and client communications to ensure accurate and timely processing.
- Coordinated complex meetings and prepared court-related documentation while maintaining strict confidentiality.
Office Administrator
Open-Silicon
Milpitas, CA
02.2014 - 07.2016
- Managed daily office operations, ensuring seamless executive scheduling and efficient workflow.
- Coordinated travel arrangements and maintained strong vendor relationships to support office needs.
- Oversaw procurement and office budgeting, aligning resources with organizational goals.
Education
Bachelor of Arts - History
University of California
DavisSkills
- C-suite support
- Calendar management
- Meeting facilitation
- Travel coordination
- Event planning
- Expense reporting
- Budget tracking
- Vendor management
- Process improvement
- Cross-functional teamwork
- Microsoft Office Suite
- Google Workspace
- Confidential communications
Websites
Timeline
Administrative Specialist
Lawrence Livermore National Laboratory
10.2023 - 10.2024
Executive Assistant
Zeda (formerly PrinterPrezz)
05.2021 - 07.2023
Building Secretary
City of Mountain View
08.2020 - 04.2021
Executive Assistant
PrinterPrezz
08.2018 - 06.2020
Legal Secretary
Kirkland & Ellis LLP
08.2016 - 07.2018
Office Administrator
Open-Silicon
02.2014 - 07.2016
Bachelor of Arts - History
University of California