Administrative Assistant & Receptionist

QuadReal; New York (NY); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a motivated Administrative Assistant & Receptionist to support its dynamic New York team. This role offers a fantastic opportunity for individuals looking to advance their careers in administration. You will be responsible for coordinating travel, managing meetings, and providing essential support to team members. The ideal candidate will possess strong organizational and communication skills, with proficiency in Microsoft Office tools. Join a forward-thinking company committed to sustainability and excellence, and make a meaningful impact in a collaborative environment.

Qualifications

• 2-4 years of administrative experience, preferably with travel bookings.
• Strong numerical skills and attention to detail required.

Responsibilities

• Coordinate travel arrangements for team members.
• Assist with planning team events and greeting visitors.
• Process invoices and prepare employee expense reports.

Skills

Organizational Skills

Communication Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Analytical Skills

Collaboration

Time Management

Education

High School Diploma

Bachelor's Degree (preferred)

Tools

Workday

Job description

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. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities to invest in equity and debt in both the public and private markets. QuadReal invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

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

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. 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
  • Perform ad-hoc duties

Experience & Qualifications:

• Experience – 2-4 years of administrative experience, preferably that which included travel bookings
• 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, 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.

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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.