Executive Assistant & Office Manager

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 $85 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

Job Description

This role will report to the Senior Vice President, Americas and will be responsible for providing comprehensive administrative support and ensuring the smooth running of the LA office. This role is well-suited to someone who is a self-confident, pro-active, independent problem-solver with superior organizational skills and the ability to handle ambiguity, juggle multiple responsibilities, and likes to develop and sustain cooperative working relationships. The role requires the incumbent to be goal-oriented and driven to achieve excellence and to demonstrate a high regard for confidentiality.

Responsibilities

Executive Assistance

• Extensive calendar and travel management for SVP, Americas and members of the LA office, which incudes coordinating meetings, conference calls and expense submissions
• Prepare correspondence, memos, minutes and reports frequently of a confidential, strategic and/or specialized nature from handwritten material
• Assist SVP, Americas in prioritizing and responding promptly to emails and other communications
• Organize, attend and manage agenda items for team meetings as required
• Plan events (larger meetings) including appropriate layout of rooms, seating arrangements, dinner menus, invitations, etc.
• Coding of invoices, expense reports, corporate credit card expenses and cheque requisitions
• Provide backup assistance to International Teams Executive Assistants when required
• Ad-hoc administrative tasks to support other members of the office

Office Management

• Negotiate and manage contract and price negotiations with office vendors and service providers (credit cards, phone, transport, stationery, printers, photocopiers etc)
• Set up, organize, and facilitate all administrative activities to ensure the smooth running of the office
• Create and manage an office budget
• Build relationships and work closely with other Executive Assistants at QuadReal’s head office and other offices to ensure consistent standards, processes, and ways of working
• Provide support for all visitors to the LA office, ensuring they have the relevant security access, and that office space or meetings room are ready for their arrival
• Coordinate with IT in relation to all IT equipment and to troubleshoot any IT problems
• Partner with HR to maintain office policies and to onboard and offboard employees
• Ensure the office is kept in excellent condition and arrange for necessary repairs; manage fire & safety / health & safety regulations for the office; and maintain all office supplies
• Manage a system for sorting/distributing incoming and outgoing post; and managing all incoming telephone and email enquiries
• Create and maintain office operations manual (i.e., procedures and standards to guide the operation of the office)
• Coordinate space planning initiatives with SVP, Americas and Chief Operating Officer
• Ad-hoc project work as required

Qualifications & Experience:

• Prior experience in a role setting up and managing an office is required
• Minimum 3 years of experience as an Executive Assistant supporting one or more leaders
• Organizational Skills – must be able to allocate time effectively and work under pressure to meet tight deadlines, handle multiple demands and competing priorities, and adapt to new ideas and constant change.  Must be able to use initiative and self-management skills to work independently with minimal direction and respond effectively to issues that arise.
• Relationship Management: must demonstrate the ability to develop and sustain collaborative and trusting relationships throughout changing or difficult circumstances; and be comfortable working with others with differing opinions and be able to challenge and influence in a negotiable manner. 
• Resourceful,