Administrative Assistant

QuadReal Property Group•Vancouver, BC

4d•Onsite

About The Position

QuadReal Self Storage Management is proudly owned and operated by QuadReal Property Group, a global real estate investment, development and operating company headquartered in Vancouver, British Columbia. With locations across Greater Vancouver, Calgary, Guelph, and Greater Toronto Area, operating under the Maple Leaf Self Storage banner, we offer accessible, customized, and secure storage solutions for a variety of storage and moving needs. Focused on exceptional service, QuadReal Self Storage Management LP is committed to delivering value to its customers. QuadReal Property Group is a global real estate investment, development and operating company headquartered in Vancouver, British Columbia. Its assets under management are $98.5 billion. From its foundation in Canada as a full-service real estate operating company, QuadReal has expanded its capabilities globally for investments in equity and debt in both the public and private markets. QuadReal invests directly through operating platforms in which it holds an ownership interest and via programmatic partnerships. 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. Reporting directly to the President, the Administrative Assistant will serve as a critical operational support resource, ensuring the smooth day-to-day functioning of the executive office. This role demands exceptional organizational skills, a high degree of professionalism, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will be tech-savvy, analytically capable, and a proactive communicator.

Requirements

3–5 years of experience in an administrative assistant, executive assistant, or office management role, preferably in a fast-paced or multi-site environment.
Post-secondary education in Business Administration, Office Administration, or a related field (or equivalent work experience).
Advanced proficiency in Microsoft Office Suite, with particular strength in Excel (pivot tables, VLOOKUP, dashboards, conditional formatting), Word (formatting, mail merge, templates), and Outlook (calendar, tasks, rules, shared mailboxes).
Demonstrated experience pulling, analyzing, and summarizing management reports from business systems (e.g., property management software, ERP, CRM, or BI tools).
Exceptional organizational skills with the ability to manage multiple competing priorities and meet deadlines without sacrificing quality.
Strong written and verbal communication skills, with the ability to draft professional documents and communicate with stakeholders at all levels.
High level of discretion, integrity, and professionalism when handling sensitive or confidential information.
Ability to work independently with minimal supervision and exercise sound judgment.

Nice To Haves

Experience in the real estate, property management, or self storage industry is a strong asset.
Familiarity with project management tools such as Monday.com, Asana, or Microsoft Teams.
Experience with expense management platforms (e.g., Concur, Expensify).
Bilingualism (English/French) is considered an asset for the Toronto location.
Experience supporting C-suite executives in a multi-location organization.

Responsibilities

Provide high-level administrative support to the President, including managing correspondence, preparing agendas, taking meeting minutes, and following up on action items.
Act as a primary point of contact between the President and internal teams, external partners, vendors, and clients.
Draft, proofread, and format professional communications, memos, reports, and presentations on behalf of the President.
Maintain organized digital and physical filing systems, ensuring documents are accessible and up to date.
Handle confidential information with discretion and professionalism at all times.
Pull, compile, and interpret management reports from internal systems and data sources, providing the President with clear, accurate summaries and insights.
Create, maintain, and update Excel spreadsheets and dashboards for tracking KPIs, occupancy rates, revenue performance, and other business metrics.
Prepare polished reports and data visualizations using Microsoft Excel and Word for distribution to senior leadership and stakeholders.
Monitor report schedules, ensuring timely delivery of recurring reports (daily, weekly, monthly) and flagging anomalies or trends requiring attention.
Assist in preparing materials for board meetings, investor updates, and senior leadership presentations.
Coordinate all travel arrangements for the President and other senior team members, including flights, accommodations, ground transportation, and itineraries.
Anticipate travel needs, manage logistics across multiple time zones, and provide detailed travel packages in advance of all trips.
Handle last-minute travel changes efficiently and with minimal disruption.
Ensure compliance with company travel policies and manage travel budget tracking.
Manage the President’s calendar, scheduling meetings, appointments, and events with precision and prioritization.
Coordinate team scheduling across multiple locations (Toronto and Vancouver), facilitating cross-functional meetings and ensuring alignment.
Send timely reminders and pre-meeting materials to all participants.
Resolve scheduling conflicts proactively, proposing alternatives and communicating changes promptly.
Manage meeting logistics, including room bookings, video conferencing setup, and catering arrangements as required.
Collect, organize, and submit expense reports on behalf of the President and senior team members, ensuring accuracy and adherence to company policy.
Reconcile corporate credit card statements and maintain supporting documentation for all expenses.
Track departmental budgets and flag discrepancies or overspending to the President.
Liaise with the finance team to ensure timely processing of reimbursements and vendor invoices.
Order and maintain office supplies, equipment, and subscriptions, ensuring the executive office is well-resourced at all times.
Coordinate onboarding logistics for new hires, including workstation setup, system access, and welcome materials.
Support the planning and execution of company events, team meetings, and off-site retreats.
Assist with special projects and initiatives as directed by the President.
Continuously identify opportunities to improve administrative processes and implement efficiencies.