Executive Assistant And Event Project Coordinator - 14 Month Contract

Executive Assistant & Event Project Coordinator

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 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 flair 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 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 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.
• Manage 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.

Experience and Qualifications:

• 5+ years of related administrative and communications experience. Experience managing and leading projects is considered an asset.
• University degree in a related discipline.
• Event planning experience for board, corporate and employee engagements.
• Financial management and budgeting skills, along with expense management.
• 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.