Iris Mai
Rosemead
Summary
Experienced administrative professional adept at optimizing office operations and supporting executive teams. Recognized for reliability and flexibility in adapting to changing needs, resulting in seamless collaboration and successful project outcomes. Skilled in managing executive-level administrative functions to ensure smooth office operations. Utilizes exceptional organizational skills and attention to detail to effectively support senior management. Proficient in executive calendar management and handling confidential information. Highly valued by employers for expertise in organizational skills and time management.
Overview
8
8
years of professional experience
Work History
Senior Administrative Executive
HGP US Consulting Inc.
04.2022 - Current
- Manage complex executive calendars and coordinate meetings and appointments, organizing travel arrangement itineraries, ensuring optimal use of senior management's time.
- Make sure documents are given to the leader on time for review, obtain necessary signatures, and tracking the approval process for executives when required.
- Streamline office operations by organizing and expediting workflows, initiating follow-ups, and ensuring timely completion of tasks.
- Pick up documents and deliver them to desired operations as needed.
- Prepare agendas or presentations, participate in meetings with executives, and take notes or minutes to distribute afterward.
- Coordinate venues, equipment, catering, accommodations, and travel for attendees coming from different locations to ensure the seamless execution from medium to large size events.
- Support with additional events as per the executive's request.
- Compose correspondence, communications, reports, and presentations for approval by the executive, ensuring accuracy and timely delivery.
- Help manage and prioritize projects, making sure deadlines are achieved.
- Handle confidential information with discretion, establishing and maintaining secure files, records, and logs for executive use.
- Check in with internal and external teams to ensure tasks and deadlines are completed smoothly.
- Act as a point of contact for internal staff at all levels.
- Assist other Senior Management team members with additional projects as required.
- Acted as backup for other administrative assistants by providing task support and adapting to individual needs.
- Ability to foresee the executive’s needs and address any potential issues and concerns.
- Ensuring strict confidentiality when handling sensitive information of any sort.
Accounting Staff/Administrative Assistant to the General Manager
Henry Tong Zhao USA Consulting Inc.
04.2021 - 03.2022
- Reviewed and analyzed financial statements for accuracy, ensuring compliance with legal and regulatory standards.
- Proficient in handling cash, checks, and deposits, with extensive experience using QuickBooks for financial transactions and reporting.
- Entered accounting data into business logs, ensuring accurate tracking of financial transactions and records
- Organized and maintained financial records, ensuring up-to-date and accurate documentation for auditing and reporting purposes.
- Prepared journal entries, account reconciliations, and assisted with the monthly close process to ensure accurate financial reporting.
- Managed financial reports, records, and general ledger accounts, ensuring timely and precise financial information for management decision-making.
- Assist with billing clients for immigration services, ensuring that fees are tracked, and invoices are accurate.
- Handle payment processing and follow up on overdue accounts.
- Managed multiple priorities effectively, ensuring all tasks were completed accurately and on time.
- Facilitated smooth day-to-day operations through diligent maintenance of office supplies inventory levels.
- Managed filing system, entered data and completed other clerical tasks.
Property Assistant Manager / Accounting Staff
Diversified Property Management
05.2018 - 04.2021
- Adapted quickly to handle a wide range of customer service inquiries, providing effective support for order processing and addressing customer needs.
- Experienced in handling cash, checks, and deposits, with proficiency in QuickBooks for accurate financial tracking and reporting.
- Maintained vendor records and purchase histories, tracking transactions and proactively resolving any issues to ensure smooth business operations.
- Built and nurtured positive relationships with office personnel and customers, fostering open communication and strengthening collaboration across departments.
- Schedule appointments, meetings, and site visits for executives, property managers, or clients
- Handle emails and phone calls, ensuring timely responses to client inquiries, tenant requests, and vendor communications.
- Maintain files and records for properties, leases, contracts, and other critical documents.
- Schedule and organize internal and external meetings, including site visits, property viewings, and client or tenant meetings.
- Prepare reports related to property performance, leasing, financials, and maintenance, often using Excel or property management software.
- Arrange travel for executives and staff, including booking accommodation and transportation for property site visits or business meetings.
- Ensure lease compliance, deadlines, and renewals are managed accurately.
- Serve as a liaison between tenants and property owners, addressing inquiries, coordinating maintenance requests, and ensuring tenant satisfaction.
- Help coordinate and schedule property inspections, ensuring all necessary documents and forms are prepared in advance.
- Liaise with contractors, suppliers, and service providers for maintenance, repairs, and renovations on properties.
- Track maintenance requests, schedule service calls, and follow up to ensure timely completion of tasks.
- Oversaw financial transactions related to rental properties, including rent collection, deposits, and invoice payments.
Administrative Assistant
OIS Company
09.2016 - 05.2018
- Skilled in prioritizing tasks and managing multiple office duties, ensuring all tasks are completed efficiently and on time
- Proficient in document management, including scanning, emailing, copying, filing, and organizing office materials, while supporting multitasking and working under pressure to meet deadlines
- Knowledgeable about various insurance types, with experience communicating regularly with insurance companies to ensure accurate processing and coverage
- Managed authorization and eligibility verification, maintaining accurate and confidential customer records, including medical history and reports
- Prepared and maintained accurate documentation, transcribing and entering data into the company's health system for tracking and reporting purposes
Education
Bachelor of Science -
California State University, Los Angeles
05.2021
Diploma -
Alhambra High School
Alhambra, CA05.2016
Skills
- Prioritization and Scheduling
- Effective Communication
- Coordinated Task Management
- Strategic Reasoning
- Dispute Management
- Accountability
- Results-Oriented Approach
- Proficient in MS Office
- Proactive Support for Executives
Languages
English
Native or Bilingual
Chinese (Mandarin)
Professional Working
Chinese (Cantonese)
Limited Working
Timeline
Senior Administrative Executive
HGP US Consulting Inc.
04.2022 - Current
Accounting Staff/Administrative Assistant to the General Manager
Henry Tong Zhao USA Consulting Inc.
04.2021 - 03.2022
Property Assistant Manager / Accounting Staff
Diversified Property Management
05.2018 - 04.2021
Administrative Assistant
OIS Company
09.2016 - 05.2018
Diploma -
Alhambra High School
Bachelor of Science -
California State University, Los Angeles
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