Executive Assistant & Facilities Coordinator
About QuadReal Property Group
QuadReal Property Group is a global real estate investment, operating and development company headquartered in Vancouver, British Columbia. Its assets under management total $73.8 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating companies in which it holds an ownership interest.
QuadReal seeks to deliver strong investment returns while creating sustainable environments that bring value to the people and communities it serves. Now and for generations to come.
QuadReal: Excellence lives here.
Role Description
The Executive Assistant, Corporate Real Estate, Operational Excellence, provides high-level support to the Vice President (VP), Corporate Real Estate and the SVP, Digital Innovation within the Operational Excellence division. Working closely with the VP and SVP along other members of the Operational Excellence team, the Executive Assistant demonstrates a strong ability to be organized and professional and plays a vital role in supporting the successful day to day operations of this team.
Responsibilities:
- Providing direct administrative support to the Vice President and Senior Vice President, and other members of the Operational Excellence team.
- Maintaining the VP and SVP’s calendars, including scheduling meetings and conference calls, preparation of meeting materials and related tasks.
- Compose and/or prepare presentations, brochures, memorandums, correspondence and reports on behalf of leadership by identifying required information, researching background information, and gathering it from appropriate sources.
- Coordination of travel arrangements for the VP and SVP along with other executives as required, including preparation and submitting of expenses. Documentation and management of meeting outcomes.
- Liaise with the Operational Excellence team and external vendors as required.
- Supporting the planning of events and large meetings, including appropriate layout of rooms, seating arrangements, dinner menus, invitations, etc.
- Attend, minute and distribute materials for scheduled strategy and quarterly meetings.
- Coding invoices, expense reports, corporate credit card expenses
Qualifications:
- 5+ years of related administrative experience, preferably supporting Vice President/Senior Vice President or equivalent role
- Experience or background in real estate, operations, office management, leasing or property management considered an asset
- Relationship Skills - Ability to communicate effectively, both oral and written; ability to develop and sustain cooperative working relationships with clients, tenants and internal staff; ability to exercise confidentiality. Ability to work effectively across time zones.
- Organizational/Multi-Task Skills - Ability to allocate time effectively, work under pressure and manage tight deadlines; ability to handle multiple demands, competing priorities and adapt to new ideas and constant changes; ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively to issues that arise in the absence of the executive officer; detail-oriented. Keen focus on producing accurate and high caliber work.
- Computer Skills – Advanced knowledge of Microsoft Word, Power Point and Excel; advanced proficiency in spelling, punctuation and grammar and typing minimum speed of 60 WPM. Ideal candidate has experience working in SharePoint.
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