Administrative Assistant/Receptionist

QuadReal Property Group; New York (NY); On-site; USD 70,000 - 85,000; Full time

Job summary

QuadReal Property Group is seeking an Administrative Assistant/Receptionist to support the New York team, reporting to the NY Office Manager. The role requires coordinating travel, meetings, invoices, expense reports, and corporate card reconciliations while maintaining schedules in a fast-paced environment.

The position includes greeting visitors, event planning support, backup assistance to remote Executives, and ensuring smooth office operations—from inventory to mail and courier coordination.

Qualifications

• 3–4 years of administrative experience, corporate exposure preferred.
• Ability to partner with all levels of the business and adapt communication styles.
• Proactive and able to work in a collaborative environment.
• Effective oral and written communication with all levels of seniority.
• Strong organization, time management and ability to meet deadlines.
• Proficiency in Word, Excel, PowerPoint, Outlook and Teams.
• Support QuadReal’s environmental sustainability and CSR values.

Responsibilities

• Coordinate and manage travel arrangements for team.
• Assist with internal and external meetings, conference calls, and conference room scheduling.
• Process invoices, prepare and submit expense reports and corporate credit card reconciliations using Excel.
• Provide Workday assistance when needed.
• Greet visitors with a positive, helpful attitude.
• Provide backup assistance to remote Executives when required.
• Arrange all aspects of visiting colleagues: desk assignment, guest passes, welcome instructions.
• Assist colleagues as needed; arrange courier needs.
• Sort and distribute mail; maintain office and kitchen supplies inventory.

Skills

Travel bookings

Collaboration

Proactivity

Communication skills

Organization

Analytical skills

Numerical skills

Time management

Tools

Microsoft Word

Microsoft 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 administrativesupport to QuadReal’s International NY team. This is an exciting career opportunity for any personlooking 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 attentionto detail and the ability to organize, prioritize and manage their time (as well as others) in a fast-pacedenvironment.

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 creditcard 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, welcomeinstructions 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 travelbookings, and has had corporate exposure.

• Collaboration - Ability to effectively partner and liaise with all levels of the business and developand sustain cooperative working relationships with internal staff, and external contacts. Able toadapt to different communication and working styles.

• Responsive – Must be extremely proactive and work well in a collaborative environment, withthe ability to take guidance but then move tasks forward independently.

• Communication – Ability to communicate effectively, both oral and written, with people at alllevels of seniority.

• Organization - A strong work ethic, ability to allocate time effectively, work under pressure andmanage tight deadlines; ability to handle multiple demands, competing priorities and adapt tonew ideas and constant changes.

• Analytical – must have strong numerical skills and be detail-oriented with a keen focus onproducing accurate and high caliber work.

• Software – Intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, Outlook andTeams. Proficiency in spelling, punctuation, and grammar.

• Values – Embrace and pro-actively support QuadReal’s values and its culture of environmentalsustainability and corporate and social responsibility.

The expected annualized base salary range for this role is $70,000 – $85,000.

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.

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.

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.