Executive Assistant & Project Coordinator

Executive Assistant & Project Coordinator

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Quad Real 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, Quad Real has expanded its capabilities to invest in equity and debt in both the public and private markets. Quad Real invests directly, via programmatic partnerships and through operating platforms in which it holds an ownership interest.

Quad Real 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. Excellence lives here.

The Executive Assistant & Event Project 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 planning, 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 flair and the ability to transform information into engaging and informative communication pieces that reflect Quad Real’s communication objectives and culture.

• Compose and/ or prepare presentations, brochures, memorandums, correspondence and reports on behalf of the Chief Communications Officer by identifying required information, researching background information, and gathering it from appropriate sources.
• Coordinate meetings and gatherings, conference calls and travel arrangements for the CCO including preparation and submitting of expenses.
• Attend, minute and distribute materials for scheduled management meetings. Documentation and management of meeting outcomes will be required.
• 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.
• 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 Quad Real employees including interns, ensuring a consistent and professional look throughout the company.
• Manage the online company‑wide Quad Real 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.

• 5+ years of related administrative and communications experience. Experience managing and leading projects is considered an asset.
• University degree…