About Us:

Shinyen is a premier commercial real estate company with an extensive portfolio of properties in diverse regions. Our unwavering commitment to delivering outstanding services in property management, leasing, and investment has fueled our active expansion. In line with our growth, we are actively looking for experienced, detail-oriented individuals to join our team and contribute to our continued success.

Job Overview:

We are in search of an executive assistant to support Shin Yen’s Chief Financial Officer. The executive assistant would provide high-level administrative support to the CFO by preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

As the Executive Assistant to the CFO, your role is vital in supporting the CFO’s daily tasks and uplifting the Shin Yen Retail Property Management team. Your proficiency in communication and time management is crucial when arrangements and plans need to pivot, in order to act quickly to make sure alternatives solutions are in place.

Key Responsibilities:

Communication:

• Act as the primary point of contact between CFO and fellow executives, employees, clients, and other external partners.
• Manage incoming calls, emails, and other correspondence, prioritizing and responding appropriately.
• Draft, proofread, and edit documents, presentations, and reports as needed.
• Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff. They may also answer calls and route them to the right person.

Calendar Management:

• Schedule and coordinate appointments, meetings, and events for executives.
• Manage CFO’s calendar efficiently, ensuring optimal use of time and prioritization of tasks.
• Anticipate scheduling conflicts and proactively resolve them to ensure proficient time optimization.

Administrative Support:

• Manage and maintain executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Handle incoming calls, emails, and other communications, often responding on behalf of the executives.
• Prepare expense reports and manage reimbursement processes.
• Maintain and organize executive files, documents, and records.
• Handle confidential information with discretion and professionalism.

Information Management:

• Transcribing source material of information during CFO’s meetings if needed.
• Maintaining paper & electronic filing systems and performing bookkeeping tasks.
• Conduct research on various topics as assigned by executives, compiling relevant data and preparing summaries.
• Monitor industry news, trends, and competitors to provide timely updates to the CFO.
• Assist in the preparation of reports, presentations, and briefs for meetings and presentations.

Project Management:

• Assist with the planning and execution of special projects and events.
• Track project progress and provide updates to the executive team.

Team Support:

• Collaborate with other administrative staff to ensure smooth operations within the office.
• Participate in team meetings and contribute ideas for process improvement and efficiency.

Confidentiality and Discretion:

• Handle sensitive information with the highest level of confidentiality.
• Exercise discretion in handling executive communications and maintaining privacy.

Qualifications:

• Bachelor's degree in Business Administration, Communications or a related field.
• Proven experience as an executive assistant or similar role.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle multiple tasks simultaneously and adapt to changing priorities.
• Discretion and confidentiality in handling sensitive information.
• Attention to detail and accuracy.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• Overtime
• Weekends as needed

Education:

• Bachelor's (Required)

Experience:

• Executive assistant: 1 year (Required)

Ability to Commute:

• Chino, CA (Required)

Work Location: In person