Executive Administrative Assistant & Office Concierge

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

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.