Role Description

The Executive Assistant, Americas Asset Management provides comprehensive administrative and select project management support to the Americas Asset Management team. The Executive Assistant will be responsible for providing comprehensive administrative support. This role is well-suited to someone who is a self-confident, proactive, independent problem-solver with superior organizational skills and able to handle ambiguity, juggle multiple responsibilities, and likes to develop and sustain cooperative working relationships. This role requires the incumbent to be a self-starter, goal-oriented, driven to achieve excellence, and to demonstrate a high regard for confidentiality. The Executive Assistant will be a strong communicator with highly effective administration and organizational skills as well as the ability to calmly prioritize and manage tight deadlines in a fast-paced environment.

Responsibilities

• Provide administrative support to the Americas Asset Management team "the Team", including coordinating meetings, conference calls, and travel management for members of the Team

• Managing the calendar for each stakeholder as required, including scheduling meetings and conference calls, preparation of meeting materials and related tasks.

• Maintain shared team travel and vacations calendar

• Maintain relevant email distribution lists

• Coding and processing vendor invoices, expense reports, and corporate credit card expenses for Team members; prepare full expense reports for VP's and above only

• Organize, attend, and manage agenda items for team meetings as required. Documentation and management of meeting outcomes will be helpful/required

• Coordination with other executive assistants and office managers in New York, Los Angeles, London, and Hong Kong as needed.

• Liaise across various departments and external agencies on key and emerging priorities

• Provide backup assistance to International Teams Executive Assistants when required

• Advocate for technology and help support training of team members with new systems. Answer questions and liaise with the IT team

• Plan events and large meetings, including appropriate layout of rooms, seating arrangements, dinner menus, invitations, etc. as needed

• 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

• Ad-hoc project work as required, e.g. maintaining partner contact list, Insurance review, etc.

• Other duties as assigned

Qualifications and Experience

• Experience - 5+ years of related administrative experience. Experience or background in a corporate, investments, or real estate company preferred

• Organizational skills - allocate time effectively and work well under pressure to meet deadlines, handle competing priorities, and adaptable to new ideas and constant change. Use initiative and self-management skills to work independently with minimal direction, respond effectively to issues that arise, and stay organized working in different time zones

• Collaboration - ability to effectively partner with all levels of the business and develop / sustain cooperative working relationships with internal staff, clients, and external contacts. Resourceful, innovative, highly service-oriented, and a team player

• Responsive - demonstrate strong work ethic, proactivity, and ability to develop and sustain collaborative and trusting relationships throughout changing or difficult circumstances

• Communication - effectively interact, both oral and written, with people at all levels ; proficiency in spelling, punctuation, and grammar

• Confidentiality - will be entrusted with sensitive information so privacy is of utmost importance

• Software - advanced knowledge of Microsoft Word, Outlook, Teams, Power Point and Excel; ability to adapt to technology and learn different systems.

• Value - embrace and pro-actively support QuadReal's values and its culture of environmental sustainability and corporate and social responsibility.

LI - #CD1

The expected annualized base salary range for this role is $70,000 to $80,000.

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.

QuadReal offers a competitive total rewards package in addition to the base pay, which includes a performance-based incentive plan, comprehensive health & dental benefits, a defined contribution pension plan and paid time off.