COMPANY OVERVIEW
The executive you’ll be working for manages 2 companies. His companies operate in the dynamic realms of both the culinary industry and real estate investment. We pride ourselves on innovation, efficiency, and strategic growth.
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QUALIFICATIONS
As an Executive Assistant, you will play a pivotal role in supporting our executive team. Your responsibilities extend beyond traditional administrative tasks; you’ll be the right-hand person who enables our executives to focus on high-level leadership and strategic functions. Specifically, you’ll be managing two critical areas: our hotpot restaurant business and our personal real estate portfolio.
KEY FUNCTIONS
ADMINISTRATIVE
1. Email Management: Regularly review and assess emails across multiple inboxes. Identify urgent and important messages, flagging them for the executive’s attention. Identify tasks within the emails that needs to be added to our task tracker. Remind the executive of pending emails that require responses or follow-ups.
2. Scheduling and Coordination: Manage the executive’s calendar, ensuring seamless scheduling of appointments and meetings for the restaurant and real estate business.
3. Travel Arrangements: Arrange travel logistics for the executive to attend events, conferences, and site visits.
4. Meeting Support: Attend meetings, take detailed notes, and assist in preparing follow-up action items.
HOTPOT RESTAURANT BUSINESS
– Staff Scheduling: Create and maintain a well-organized restaurant staff schedule. Serve as the main point of contact for employees for any schedule changes or if assignments needs to be given out.
– Communication: Prioritize emails and phone calls related to the restaurant, promptly responding or forwarding as necessary. Organizing documentation for landlord
– Expense Tracking: Assist with tracking restaurant and real estate-related expenses and reimbursements. Remind executive to pay invoices.
– Payroll: Review timesheets through Toast software and compare with the staffing schedule to verify hours.
– Onboarding New Hires: Handle onboarding contracts and collect W-2 forms via DocuSign. Schedule new hires.
– Reporting: Maintenance of key indexes and performance dashboard for weekly management meetings
REAL ESTATE BUSINESS
The executive manages a complex real estate portfolio, which includes, but is not limited to: the hotpot restaurant location, apartment complexes, personal properties, and currently working on additional acquisitions.
– Property Management & Maintenance: Serve as the main contact for tenants via text and calls. Handle maintenance requests from tenants and the restaurant. Schedule property inspection appointments. Get quotes to compare pricing. Call and schedule contractors for repairs. Call and organize HVAC maintenance reports for the restaurant.
– Document Organization: Gather and organize documents for acquisitions, meetings, reports, or applications.
– Leasing: List new properties to lease. Onboarding new tenants. Send out invitation emails for payments through Zillow Rental Manager.
– Record Keeping: Maintain accurate records related to real estate properties, transactions, leases, and contracts.
– Coordination: Coordinate property inspections, appraisals, and tenant communications.
– Financial Administration: Assist with financial documentation, including rent collection, property taxes, and budget tracking.
– Research and Analysis: Conduct research assignments as needed. For example: Contact leasing agents for new office space details or contacting restaurant chains for franchising documentation. Contact other restaurants or businesses to ask for rent information.
QUALIFICATIONS
– Proven experience as an executive assistant or similar role. Minimum 5 years.
– Past experience includes human resources or property management.
– Strong written and spoken English capabilities.
– Strong organizational and analytical skills and attention to detail.
– Excellent communication and interpersonal abilities.
– Proficiency in office software (Microsoft Office, Google Workspace, etc.)
– Be able to work the graveyard shift. The work schedule is non-negotiable.
– Experience working in BPO or call centers. (Minimum 1 year)
– Familiarity with real estate terminology and processes. (Preferred)
WORK SCHEDULE
Days: Sunday to Thursday (U.S. Central Time)
Hours: 10:00 AM to 6:00 PM (U.S. Central Time)
APPLY FOR THIS JOB:
Company:
Name: Nelson Lin
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