Executive Assistant

Reposted 2 Days Ago
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Montréal, QC
Mid level
News + Entertainment • Social Media
The Role
The Executive Assistant will support the Executive Directors with administrative tasks, team coordination, and project presentations, while managing schedules and communications.
Summary Generated by Built In

A WORD ABOUT US


We come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 420 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA.  



YOUR MISSION


The Assistant supports the Executive Directors in their duties by providing administrative assistance and handling tasks related to the development and coordination of their teams. Highly autonomous with strong analytical and synthesis skills, the Assistant must be skilled in assembling presentations that clarify and summarize projects or mandate proposals and ideas. Proactive, motivated, and able to anticipate the needs of the managers they support, the Assistant is organized, meticulous, and professional, capable of working in a constantly changing environment. This versatile individual excels under pressure and is highly reliable in handling confidential information.


ROLES AND RESPONSIBILITIES

  • 1. Executive Assistance

  • Proactively organize and manage the managers' schedules and business trips.
  • Organize and prepare weekly meetings; take notes and ensure necessary follow-ups with various collaborators or stakeholders.
  • Manage the managers' expense accounts.
  • Collaborate on special projects with the managers.
  • Assist and support managers in preparing presentations, conferences, etc.
  • Ensure effective communication and necessary follow-ups with teams.
  • Keep an updated summary of all ongoing projects.
  • Support managers in business development and follow-up with relevant contacts.
  • Maintain, manage, and archive managers' files.

  • 2. Administrative Tasks:

  • Prepare, write, proofread, and translate various documents, reports, and presentations.
  • Create Keynote or Google Slide presentations.
  • Follow up on and obtain necessary approvals and signatures on various legal documents.
  • Perform any other related tasks.

  • 3. Team Support Coordination:

  • Ensure weekly follow-up of timesheets, overtime, and vacation schedules for supported teams.
  • Organize team lunches, dinners, and other activities.
  • Organize special projects, meetings, and various gatherings.
  • Provide support and follow-up with other administrative departments.
  • Contribute to the onboarding of new team members.
  • Coordinate and develop unified processes with other assistants.

YOUR JOURNEY INCLUDES

  • At least 3 years of relevant experience as an assistant or coordinator in the cultural, entertainment, multimedia production, or any other related field.
  • Self-taught enthusiast or specialized training in administration, management, design, multimedia, or postproduction.
  • Advanced proficiency in French and English, both spoken and written.
  • High proficiency in MS Office Suite, iWork (Keynote).
  • Knowledge and / or  interest in the AI field.

YOUR QUALITIES

  • Strong organizational skills.
  • Keen sense of responsibility, prioritization, and reliability in handling confidential data.
  • Autonomy and resourcefulness; demonstrated ability to anticipate needs.
  • Comfortable with clerical/administrative tasks.
  • Great attention to detail and resourcefulness.
  • Precision and speed in executing assigned tasks.
  • Flexibility and availability.
  • Demonstrated ability to manage multiple projects simultaneously and work under pressure.
  • Positive attitude with professionalism.

SPECIFIC WORK CONDITIONS

  • Required presence in the office 4-5 days per week.

SOME PERKS THAT COME WITH WORKING AT MF

  • Group insurance benefits for you and your family.
  • Wellness account allowing you to claim personal expenses up to $250 per year .
  • $110 inspiration account.
  • Free access to Dialogue telemedicine service, to quickly respond to your health concerns and those of your family.
  • 5 paid sick days per year.
  • Personalized training and skills development plan through the MF School .
  • Daily meals at a cost of $7, snacks and coffee available at all times.
  • MF Life Department, a catalyst for employee wellness initiatives (physical, mental health, social activities, etc.).

If you think this position is for you, we invite you to apply now. Unfortunately, we will not be able to follow up with each candidate, so we will only contact the selected individuals. Thank you for considering a career at Moment Factory. We are looking forward to meeting you! Your resume will be read by Billy, our technical recruiter.

Top Skills

Google Slides
Iwork (Keynote)
Ms Office Suite
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The Company
Montréal, Québec
493 Employees
On-site Workplace
Year Founded: 2001

What We Do

**Please read below**
Moment Factory Studios is not immune to recruitment fraud. These scams consist of deceiving people by presenting them with fake job offers to obtain their personal information. If you are interested in a position, please check out our website and apply directly online using our website via the Lever platform: https://momentfactory.com/careers

**Veuillez lire ci-dessous**
Moment Factory Studios n'est pas à l'abri des fraudes au recrutement. Ces arnaques consistent à tromper les personnes en leur présentant de fausses offres d'emploi dans le but d'obtenir leurs informations personnelles. Si vous êtes intéressé.e par un poste, veuillez vérifier sur notre site Internet et postulez directement en ligne sur notre site internet via la plateforme Lever :
https://momentfactory.com/carrieres

Moment Factory is a multimedia entertainment studio specializing in the conception and production of immersive environments combining video, lighting, architecture, sound and special effects to create remarkable visitor experiences. With its headquarters based in Montreal, the studio also has offices in Paris, Tokyo, New York City. Since its inception in 2001, Moment Factory has created 550 shows and destinations across the world for big-name clients such as the Los Angeles Airport, Microsoft, NFL, Sony, Toyota, the City of Barcelona, Madonna and Royal Caribbean

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