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Administrative Coordinator

2 months ago

Montreal, Quebec, Canada Reel One Entertainment Full time
{"title": "Administrative Assistant", "description": "Job Summary

We are seeking an experienced Administrative Assistant to join our team at Reel One Entertainment in Montreal. As a key member of our office, you will provide administrative support to our CEO and Vice President, Human Resources, ensuring the smooth operation of our daily activities.

Main Responsibilities
  • Manage the CEO's calendar, ensuring all meeting locations and information are up-to-date and sending meeting/appointment reminders.
  • Coordinate and set meetings in multiple time zones in multiple countries.
  • Track, coordinate, and communicate actionable items for the CEO.
  • Plan and coordinate business travel arrangements for the CEO.
  • Make reservations for the CEO.
  • Coordinate the signature process for all documents to be signed by the CEO (prepare, scan, and send documents).
  • Manage incoming creative or business development submissions as needed.
  • Work closely with all departments.
  • Perform other duties as required.
Reporting to Vice President, Human Resources
  • Manage mail and courier deliveries and distribute them among staff.
  • Forward incoming general emails to the appropriate staff member.
  • Manage office supplies and purchase office groceries.
  • Organize the kitchen and storage room and liaise with the cleaning company.
  • Coordinate the maintenance of office equipment (door system and alarm system).
  • Plan various events.
  • Create and update staff members' profiles on BambooHR.
  • Assist with the full cycle recruitment process.
  • Assist with various Human Resources administrative tasks as needed.
Requirements
  • 2-5 years of experience in an administrative support role; experience in the TV movie industry is an asset.
  • Experience in assisting multiple departments.
  • Organized and detail-oriented.
  • Experience working in a fast-paced environment and ability to multi-task.
  • Excellent communication skills (verbal and written) in both English and French.
  • Positive attitude and ability to learn quickly.
", "lang_code": "en"}