Administrative Assistant/Receptionist

QuadReal USA Services LLC; New York (NY); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Performance-based incentive plan

Health & dental benefits

Pension plan

Paid time off

Job summary

QuadReal USA Services LLC is seeking an Administrative Assistant/Receptionist in New York to support the International NY team with a strong focus on organization, travel planning, and calendar management.

You will handle invoicing, expense reports, and corporate card reconciliations using Excel, while also providing backup support to remote Executive Assistants when required. A proactive, detail-oriented approach is essential.

Qualifications

• 3–4 years of administrative experience, preferably including travel bookings.
• Ability to liaise with all levels of the business and external contacts.
• Proactive and collaborative in a fast-paced environment.
• Excellent written and verbal communication skills.

Responsibilities

• Administrative point person for 3–4 team members; coordinate travel for the team.
• Coordinate internal and external meetings, conference calls, and room schedules.
• Process invoices, submit expense reports, and reconcile corporate cards using Excel.
• Provide Workday assistance when needed.

Skills

Communication

Organization

Travel coordination

Attention to detail

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Teams

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 NY Office Manager, the Administrative Assistant/Receptionist provides administrative support to QuadReal's International NY team. This is an exciting career opportunity for any person looking to build upon a career in Administration and Executive Assistance. The Administrative Assistant/Receptionist will be a self-starter with demonstrated administration and organizational skills, combined with strong software and business-tool capabilities. This position will require strong attention to detail and the ability to organize, prioritize and manage their time (as well as others) in a fast-paced environment.

Responsibilities

• Administrative point person for 3-4 team members: Coordinate and manage travel arrangements for team.
• Assist with coordination of internal and external meetings, conference calls, and the conference room schedule to prevent duplicate bookings.
• Process invoices, prepare and submit employee expense reports and corporate credit card reconciliations using Excel.
• Provide Workday assistance when needed.

Receptionist Duties will include

• Assist with planning team events.
• Greet visitors with a positive, helpful attitude.
• Provide backup assistance to remote Executive Assistants when required.
• Help arrange all aspects of visiting colleagues: Desk assignment, guest passes, welcome instructions and helping them navigate through the office.
• Assist colleagues whenever necessary.
• Arrange all courier needs.
• Sorting and distributing mail.
• Maintains office and kitchen supplies inventory, keeps supplies room organized.
• Wipe down kitchen counters as needed, put dishes in the dishwasher.
• Perform ad-hoc duties.

Experience and Qualifications

• Experience – 3 to 4 years of administrative experience, preferably that which included travel bookings, and has had corporate exposure.
• 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 to advanced skills in Microsoft Word, Excel, PowerPoint, Outlook and Teams. 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.

Salary

The expected annualized base salary range for this role is $70,000-$80,000. 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.

Benefits

• a performance-based incentive plan, comprehensive health & dental benefits, pension plan, and paid time off.

EEO / Diversity Statement

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.

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 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.

Company Culture and Vision

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.