Administrative Assistant/Receptionist

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

Benefits offered by this job

Health & dental benefits

Pension plan

Paid time off

Job summary

QuadReal is seeking an Administrative Assistant/Receptionist for its New York team. The role involves providing administrative support, coordinating travel, meetings, and expense processing in a fast-paced office environment.

The ideal candidate will have 3–4 years of admin experience, strong software skills, and a proactive, collaborative mindset. Responsibilities include greeting visitors, arranging visits, handling mail and supplies, and supporting executives as needed.

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.
• 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.

Responsibilities

• Coordinate and manage travel arrangements for team and arrange all courier needs.
• Assist with coordination of internal and external meetings, conference calls, and the conference room schedule to prevent duplicates.
• Process invoices and prepare/submit employee expense reports and corporate card reconciliations using Excel.
• Provide Workday assistance when needed.
• Receptionist duties include greeting visitors and assisting visiting colleagues with desk assignments and access when needed.
• Assist colleagues with ad-hoc duties and back-up support for remote Executive Assistants as required.

Skills

Travel bookings

Administrative support

Microsoft Word

Excel

PowerPoint

Outlook

Teams

Communication

Organization

Attention to detail

Tools

Workday

Job description

About QuadReal Property GroupQuadReal 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.comRole 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, andthe conference room schedule to prevent duplicate bookingsProcess invoices, prepare and submit employee expense reports and corporate credit card reconciliations using ExcelProvide Workday assistance when neededReceptionist duties will include:Assist with planning team eventsGreet visitors with a positive, helpful attitudeProvide backup assistance to remote Executive Assistants when requiredHelp arrange all aspects of visiting colleagues: Desk assignment, guest passes, welcome instructions and helping them navigate through the officeAssist colleagues whenever necessaryArrange all courier needsSorting and distributing mailMaintains office and kitchen supplies inventory, keeps supplies room organizedWipe down kitchen counters as needed, put dishes in the dishwasherPerform ad-hoc dutiesExperience 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.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.