Executive Assistant & Brand Coordinator

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

Executive Assistant & Brand Coordinator - 16 Month contract

The Executive Assistant & Brand Coordinator provides comprehensive administrative and select project management support to the Chief Communications Officer. Working closely with the Chief Communications Officer, the Executive Assistant will assist with the management of varied, corporate projects, event plan, aid in the development of ongoing communication initiatives/branding materials and play a vital role in ensuring a high level of communication within the team.

The Executive Assistant will be a strong communicator with highly effective organizational skills, creative flare and the ability to transform information into engaging and informative communication pieces that reflect QuadReal’s communication objectives and culture.

Responsibilities

• Compose and/or prepare presentations, brochures, memorandums, correspondence and reports on behalf of the Chief Communications and Marketing Officer by identifying required information, researching background information, and gathering it from appropriate sources.

• Support senior leader with significant calendar management and support for overall team productivity.

• Coordinate meetings and gatherings, conference calls and travel arrangements for the CCO including preparation and submitting of expenses.  As well as support the VP of communications on expenses and travel.

• Attend, minute and distribute follow up materials for scheduled management meetings. Documentation and management of meeting outcomes will be required, on an ongoing basis.  

• Support budget management utilizing Excel, lead coding invoices, expense reports, corporate credit card expenses and cheque requisitions through corporate software.

• C-Suite Events - Work closely with the CEO, CCO and senior management on the planning, budgeting and execution of various events, including but not limited to Board of Directors Dinners, visitor presentations, tours and social activities and regional events.

• Plan large meetings, including an appropriate layout of rooms, seating arrangements, dinner menus, invitations, travel and logistics etc.

• Develop and write select internal and external communication pieces and support other development and maintenance of communication tools and channels.

• Liaise with the team and external agencies on key and emerging priorities.

• Prepare creative presentations in PowerPoint and other software programs that utilize photos, videos, audio material and other visual assets.

• Corporate Headshot Photo Management - Coordinate corporate headshot photos for all QuadReal employees including interns, ensuring a consistent and professional look throughout the company.

• Work alongside the Director of Internal and the Manager of graphic design, to support the online companywide QuadReal Swag Store, including maintaining, promoting, and distributing an up to date and budget sensitive inventory.

• Maintain and update the corporate calendar with all company-wide events, meetings, and important dates.

• Receive and screen information, visitors, and phone calls using judgement of sensitivity to the executive officer’s priorities.

• Provide information and refer callers to other appropriate individuals, if matters can be responded to elsewhere.

• Prepare correspondence, memos, minutes and reports frequently of a confidential, strategic and/or specialized nature from handwritten material.

• Support the communications team on measurement, tracking and reporting of functional activities as required. (Media, social, events, measurement etc.)

Experience and Qualifications:

• 8+ years of related administrative and communications experience. Experience managing and leading projects is considered an asset.

• University or college degree in a related discipline.

• Significant event planning experience for board, corporate and employee engagements.

• Financial management and budgeting skills, along with expense management. Support tracking and managing budgets on an ongoing basis alongside sr leadership and finance leads.

• Ability to use initiative and self-managing skills to work independently with minimal direction and respond effectively to issues that arise.

• Ability to effectively partner with all levels of the business and develop / sustain cooperative working relationships with internal staff, clients and external contacts. Adapt to different communication styles

• Ability to communicate effectively, both oral and written; ability to exercise confidentiality.  Ability to work effectively across time zones.

• 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 and detail-oriented. 

• Keen focus on producing accurate and high caliber work.

• Advanced knowledge of Microsoft Word, Power Point and Excel; advanced proficiency in spelling, punctuation and grammar

This job posting is for an existing vacancy within our organization.

The expected annualized base salary range for this role is $75,000 - 90,000 prorated for the duration of the contract.

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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.