Executive Assistant, Information Technology

QuadReal Property Group; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading real estate investment firm in Canada seeks an Executive Assistant for the IT department. This role involves supporting the CTO and the IT Leadership Team by managing executive schedules, preparing correspondence, and coordinating meetings. Ideal candidates will have over 5 years of relevant administrative experience in a technology environment, alongside strong proficiency in Microsoft Office. The position emphasizes excellent communication skills and discretion in handling sensitive information.

Qualifications

• 5+ years of administrative experience supporting senior leadership, preferably within an IT environment.
• Strong proficiency in Microsoft Office and familiarity with collaboration tools.
• High degree of discretion and confidentiality regarding business matters.

Responsibilities

• Provide high-level administrative support to the CTO and ITLT.
• Prepare correspondence, memos, and confidential reports.
• Support planning for IT town halls and employee engagement events.

Skills

Microsoft Office proficiency

Exceptional organizational skills

Excellent communication skills

Ability to manage competing demands

Education

University degree in a related discipline

Tools

Microsoft Suite (OneNote, Teams)

SharePoint

PowerBI

Power Platform

Job description

Join to apply for the Executive Assistant, Information Technology role at QuadReal Property Group.

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 are $94 billion. 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 directly to the Chief Technology Officer (CTO), the Executive Assistant, Information Technology (IT) also supports the broader Information Technology Leadership Team (ITLT). The ITLT, a small team of four senior leaders including the CTO, drives QuadReal’s technology strategy. The Executive Assistant will play a key role in ensuring the effective management of executive schedules, communications, and priorities, supporting both the CTO and the leadership team. This role requires a strong communicator with exceptional organizational skills, creative flair, and the ability to transform information into clear, engaging, and informative communication pieces that reflect QuadReal’s objectives and culture. The Executive Assistant must demonstrate discretion, adaptability, and a collaborative approach to enable the effectiveness of IT leadership.

Responsibilities

• Provide high-level administrative support to the CTO and ITLT, including calendar management, meeting coordination, travel arrangements, and expense submission and reporting.
• Receive and screen incoming information, vendor inquiries, and meeting requests, exercising sound judgment regarding priority and sensitivity.
• Prepare correspondence, memos, minutes, and reports, frequently of a confidential, strategic, or specialized nature.
• Coordinate executive leadership meetings, ITLT sessions, and cross-functional reviews, ensuring agendas, materials, and outcomes are well documented.
• Attend, minute, and distribute materials for scheduled ITLT meetings and other senior-level gatherings.
• Draft and edit IT communication pieces (e.g., staff updates, technology bulletins, intranet posts) to drive awareness of IT priorities and initiatives.
• Support planning and logistics for IT town halls, training sessions, and employee engagement events.
• Prepare impactful presentations in PowerPoint and other software programs using visual assets, charts, and data.
• Manage coding of invoices, expense reports, corporate credit card expenses, and cheque requisitions through corporate systems.
• Assist with annual G&A budget planning activities, including gathering documentation, preparing materials, and coordinating inputs from the ITLT.
• Support budget tracking for IT-related expenses and vendor contracts, ensuring alignment with financial controls.

Experience and Qualifications

• 5+ years of administrative experience supporting senior leadership, preferably within an IT or technology-driven environment.
• University degree in a related discipline.
• Familiarity with IT operations and terminology (e.g., cybersecurity, infrastructure, enterprise systems) considered an asset.
• Experience balancing priorities and supporting multiple senior leaders simultaneously.
• Strong proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook); familiarity with collaboration tools such as SharePoint and Teams is an asset.
• Exceptional organizational skills with the ability to manage competing demands and meet tight deadlines.
• Excellent oral and written communication skills, with the ability to tailor messaging for technical and non-technical audiences.
• High degree of discretion and confidentiality, particularly regarding sensitive business and technology matters.
• Demonstrated ability to work independently, exercise sound judgment, and adapt quickly in a fast-paced environment.
• Proven ability to build and maintain strong working relationships across all levels of the business, external stakeholders, and technology partners.
• Strong proficiency in Microsoft Suite (OneNote, Teams, PowerPoint, Outlook and Excel); familiarity with SharePoint, PowerBI and Power Platform is an asset.

Note to Recruiters : QuadReal does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to QuadReal, directly or indirectly, will be considered QuadReal property. QuadReal will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for engaged services to submit resumes.

QuadReal Property Group 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.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

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