Administration and Conference Center Assistant

Employment Type: Permanent

Contract Duration
Why you will love working here
At IATA, we represent over 350 airlines worldwide, striving to make aviation safer, smarter, more sustainable, and inclusive.

• Our Values are not just words on a page - they are the energy behind everything we do: ONE IATA - We collaborate across teams, TRUSTED - We do the right thing, INNOVATIVE - We make tomorrow better, INCLUSIVE - We embrace diverse perspectives.
• With over 30,000 courses available, we believe in continuous learning and support your growth in an ever-changing industry.
• Diversity, equity, and inclusion are our priorities. We are certified by the Equal Salary Foundation, offering equal pay and family-friendly policies.
• We encourage community involvement through volunteering and strive to make tomorrow better for aviation and our communities. We offer time off so you can support causes important to you.
• We promote work-life balance with flexible work options, including remote and hybrid work, a generous 'work from abroad' policy, and you get your birthday off

About The Team You Are Joining
We are seeking a reliable and team-oriented professional to join our Montreal office as an Administration and Conference Center Assistant.
This is a full-time, on-site role that requires consistent presence in the office, Monday through Friday.
Reporting directly to the Manager Office Administration and Operations, this role is responsible for overseeing IATA's Reception operations - serving as the first point of contact for visitors, calls, and general inquiries. The role supports meeting logistics within the Conference Centre, working closely with the team to handle room bookings and setups. The ideal candidate is proactive, courteous, collaborative, and well-organized, with strong attention to detail and the ability to thrive in a dynamic, client-focused environment.

What Your Day Would Be Like
Reception Operations

• Welcome and assist visitors, IATA employees, and service providers at the reception desk.
• Respond to phone calls, emails, and intranet inquiries, providing accurate information and redirecting as needed.
• Handle access passes for visitors and employees, ensuring proper documentation and tracking.
• Handle onboarding kits — including preparation, tracking, and distribution.
• Ensure consistent reception coverage and provide support to Administration team members as needed.

Conference Centre Operations

• Process meeting room reservation requests for internal and external clients, ensuring appropriate room allocation, in collaboration with the Assistant Conference Center Technical Services.
• Provide logistical support for meetings and internal/external functions, including catering and room setups, in collaboration with the Assistant Conference Center Technical Services.
• Handle catering for meetings and functions, including confirming requirements, booking with approved vendors, and overseeing delivery and catering setup and wrap-up.
• Handle catering and room-related charges processes, including internal cross-charging, documentation collection for external billing, departmental approvals, and monthly reporting to Accounts Payable.

Administrative Team Support

• Work closely with team members to ensure consistent service delivery, while demonstrating flexibility and a collaborative approach in daily tasks.
• Support coverage needs by stepping in as a backup when required to maintain continuity of services.
• Complete other tasks and assignments as directed by the Manager Office Administration and Operations.

We would love to hear from you if

• University graduate with a minimum of a bachelor's degree.
• Minimum of 1 year of experience in a client-focused environment; ideally in customer service, reception, or administrative support within corporate or hospitality settings - is a strong asset.
• Fluency in English and French, both written and spoken, is required
• Excellent interpersonal and communication skills, with a strong client-service mindset
• A proactive, collaborative, reliable team player, open to feedback and continuous improvement.
• Highly organized, with the ability to manage multiple tasks and priorities efficiently.
• Proficient in Microsoft Office; familiarity with tools such as EMS, JIRA is a plus.

Travel Required: N

*Learn more about IATA's role in the industry, our benefits, and the team at iata/careers/ . We are looking forward to hearing from you*