Administrative Assistant - Real Estate Debt

QuadReal Finance LP; Toronto; On-site; CAD 60,000 - 70,000; Full time

Benefits offered by this job

Health & dental benefits

Pension plan

Paid time off

Job summary

QuadReal Property Group is seeking an Administrative Assistant to support the Real Estate Debt team. The role involves coordinating travel, expenses, and scheduling for senior executives, while maintaining mortgage-related documentation and compliance.

The successful candidate will have 1-3 years of corporate admin experience, strong communication skills, and proficiency in Word, Excel and PowerPoint. A proactive, collaborative mindset and ability to manage time across time zones are essential.

Qualifications

• 1-3 years of corporate administrative experience
• Ability to coordinate Senior level calendars and multiple teams
• Proactive, collaborative, and able to work in a fast-paced environment
• Strong oral and written communication, attention to detail
• Organized, dependable, and able to meet deadlines
• Analytical mindset with numerical skills
• Intermediate Microsoft Word, Excel and PowerPoint skills

Responsibilities

• Coordinate and manage travel arrangements for RE Debt team members
• Prepare and submit expense reports and credit card reconciliations
• Assist with planning team events and coordinating calls/meetings across calendars/time zones
• Create presentations with PowerPoint and visuals to enhance content
• Provide Workday assistance and liaise with IT as needed
• Manage mortgage documentation and related monthly/annual processing

Skills

Administrative

Calendar management

Microsoft Word

Excel

PowerPoint

Communication

Organizational skills

Analytical thinking

Proactive

Collaboration

Tools

Workday

PowerPoint

Excel

Word

Job description

About QuadReal Property Group

QuadReal Property Group is a global real estate investment, development and operating company headquartered in Vancouver, British Columbia. Its assets under management are $98.5 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities globally for investments in equity and debt in both the public and private markets. QuadReal invests directly through operating platforms in which it holds an ownership interest and via programmatic partnerships. 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. www.quadreal.com

Role Description

Reporting to the Executive Assistant, Real Estate Debt (“RE Debt”), the Administrative Assistant provides administrative support to QuadReal’s Real Estate Debt Team (including some Mortgage Operations Administrative Support). The Administrative Assistant will be a self-starter (proactive) with demonstrated administration and organizational skills, combined with strong presentation, software and business-tool capabilities. The Administrative Assistant will be a proficient communicator and will require strong attention to detail and the ability to organize, prioritize and manage timelines and deadlines. The Administrative Assistance must be adept in managing their time (as well as others) in a fast-paced environment. This career opportunity is for any person looking to build upon a career in Administration and Executive Assistance. This job posting is for an existing vacancy within our organization.

The expected annualized base salary range for this role is $60,000-$70,000. Based on the position, QuadReal offers a competitive total rewards package in addition to the base pay, which may include a performance-based incentive plan, comprehensive health & dental benefits, pension plan, and paid time off. The actual salary offered will take into consideration a wide array of factors including, but not limited to, the individual’s skill, experience, education and training, the market compensation of the role, and the consideration to internal equity.

Responsibilities

• Administrative point person for RE Debt team members: Coordinate and manage travel arrangements for team members Prepare and submit team member expense reports and corporate credit card reconciliations Assist with planning and coordinating team events (internal/external) Assist with coordination of internal and external calls/meetings (with multiple calendars and time zones) for Senior Level Executives and Team Members (including liaising with clients and coordinating in person meeting logistics) Assist with team calendars in the scheduling of high-level Management Investment Committee Meetings, and the ability to navigate and schedule multiple team calendars and time zones Assist with document execution and distribution. Able to create presentations using PowerPoint and other programs that utilize photos and other visual illustrations to increase the impact of content delivery Assist with arranging desk assignments, guest passes and instructions for team members visiting other offices Provide Workday assistance when needed and stay up to date with the Company’s latest technology and liaise with IT department as needed Provide back-up assistance to Executive Assistant when required and the ability to perform other related duties assigned to support the business unit
• Mortgage Administrative point person for RE Debt team members: Manage and maintain mortgage documentation and ensure accurate processing of mortgage-related transactions on a monthly /annual basis and invoice processing Coordinate with internal teams and clients (external) to ensure compliance with regulatory requirements and company policies Submit and manage license renewals and declarations (provincial) on a monthly / annual basis Maintain accurate record of all mortgage transactions and client communications

Experience and Qualifications

• Experience – 1-3 years of corporate administrative experience, preferably that which included managing Senior level Executive and multiple Team calendars
• Collaboration - Ability to effectively partner and liaise with all levels of the business and develop and sustain cooperative working relationships with internal staff, and external contacts. Able to adapt to different communication and working styles
• Responsive – Must be extremely proactive and work well in a collaborative environment, with the ability to take guidance but then move tasks forward independently
• Communication – Ability to communicate effectively, both oral and written, with people at all levels of seniority
• Organization - A strong work ethic, 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
• Analytical – must have strong numerical skills and be detail-oriented with a keen focus on producing accurate and high caliber work
• Software – Intermediate skills in Microsoft Word, Excel and PowerPoint. Proficiency in spelling, punctuation, and grammar
• Values – Embrace and pro-actively support QuadReal’s values and its culture of environmental sustainability and corporate and social responsibility

We value diverse experiences and perspectives. Even if your skills don’t align 100% with the listed qualifications or salary range, we encourage you to apply – you may be a great fit for this role or others in our community. Applicants may also be considered for alternative positions within the organization where their qualifications and experience align more closely with available opportunities.

We use artificial intelligence (AI) technology — alongside human review — to assist in screening and assessing applicants for this position. Our recruitment team remains involved in all decisions.

Candidates must be legally authorized to work in Canada as the company does not provide work permit sponsorship for this role.

QuadReal will provide reasonable accommodation at any time throughout the hiring process for applicants with disabilities or for those needing job postings in an alternate format. If you require accommodation, please advise the Talent Acquisition team member you are working with and include the following: Job posting #, your name and your preferred method of contact.

For 10 years, QuadReal has created spaces that enhance the lives of the people and communities we serve. Headquartered in Vancouver, Canada, we are a leading global real estate partner focused on driving meaningful impact while delivering prudent growth. With a global perspective and local expertise collected from offices across Canada, the US, Asia and the UK, our success stems from our incredible team and from our values— integrity, collaboration, performance, innovation and responsibility. Join our team today to deepen your skillset, grow your career, and make a difference. Together, we’re reimagining an industry and building a culture where ingenuity meets community building.