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Part-Time Office and Executive Support Manager

1 day ago

Montreal, Quebec, Canada Miebach Business Consulting and Services Full time

Job Summary

Miebach Consulting is seeking a highly organized and proactive Office Manager and Executive Secretary to support our Montreal office operations. This part-time role is ideal for a resourceful and detail-oriented individual who thrives in a collaborative, international consulting environment. Reporting to the Financial Controller and Administration Manager, and dotted line to the CEO, this successful candidate will oversee daily administrative tasks, provide executive support, and help ensure a well-functioning, professional office environment.

Key Responsibilities

Administrative & Office Management

  • Oversee the day-to-day operations of the Montreal office, acting as the primary liaison with building management, and managing office supplies, (include coffee, food, etc is this part of supply)? facility needs, and vendor coordination.
  • New employee setup: computer ordering, equipment, office card access
  • Maintain filing systems and ensure that documentation and records are current and compliant.
  • Organize office events (summer and winter events as well as celebratory events) and coordinate logistics for internal meetings, workshops, or training.
  • Welcome guests and ensure a professional and efficient front-office presence.
  • Assist in coordinating internal wellness and engagement programs for the Montreal office.

Executive & Team Support

  • Provide administrative support to the Office Director and senior consultants, including calendar management and preparation of internal documents.
  • Maintain accurate records of office expenses and liaise with the accounting department for reimbursements and invoice tracking.

Finance & HR Assistance

  • Assist with monthly expense reports and coordination of payroll inputs for the executive team and other employees.
  • Coordinate with external providers (payroll, legal, insurance) to manage required documentation and compliance records.
  • Manage meeting agendas, coordinate travel arrangements, and assist with inbox triage.
  • Help with annual administrative deadlines (health plan renewal, corporate filings, etc.).

Special Projects

  • As assigned

Qualifications

  • Degree or diploma in administration, business, HR, or a related field, or equivalent relevant experience.
  • At least 3 years of administrative experience, preferably in a professional services or consulting firm.
  • Strong written and verbal communication skills in English and French.
  • High proficiency in MS Office (Word, Excel, PowerPoint); familiarity with QuickBooks or Concur is an asset.
  • Strong attention to detail, proactive work style, and discretion with confidential matters.
  • Ability to work independently while collaborating with global teams.

Why Join Miebach?

  • Flexible working schedule (within 20–30 hours/week)
  • Wellness program and employee support initiatives
  • Company-sponsored events
  • Career growth potential within a global organization
  • A collaborative, multilingual, and purpose-driven work culture