Administrative Assistant – Executive Support & Corporate Events

Lallemand; Montreal (administrative region); On-site; CAD 45,000 - 65,000; Full time

Benefits offered by this job

Valid driver's license

Job summary

Lallemand is seeking an Administrative Assistant to support executive leadership from our Montreal offices. This permanent, full-time role requires a proactive, organized professional who thrives in a dynamic environment and can handle diverse corporate tasks.

You will manage the President's calendar, assist with strategic initiatives, coordinate events, and liaise with partners and suppliers across Canada and internationally. Availability for occasional evenings and weekends is expected.

Qualifications

• 1–2 years of experience in administrative, coordination, or executive support role
• Fluency in both French and English, spoken and written
• Proficiency with MS365 and calendar management tools

Responsibilities

• Manage the President's calendar, including scheduling meetings and deadlines
• Provide administrative support for strategic initiatives and senior leadership
• Coordinate involvement with industry associations and partners
• Support corporate events, leadership meetings, and visits
• Prepare materials, manage donations programs, and maintain files
• Oversee on-site logistics for events and budgets
• Welcome visitors and assist with event execution for up to 40 participants
• Assist with special projects as required

Skills

Bilingual (French & English)

MS365 Proficiency

Strong organizational skills

Ability to manage multiple priorities

Education

College diploma or certificate in administration/related field

Tools

MS365

Job description

Main Functions

Work Arrangement: On-site

Employment Status: Permanent | Full-time

Overview

Continuing to grow, Lallemand is recruiting for a newly created Administrative Assistant position. We are looking for an organized, proactive, and professional individual who thrives in an environment where no two days are alike. The successful candidate will play a key role in supporting executive leadership, coordinating corporate activities, and helping organize strategic events.

Responsibilities

• Manage the President's calendar, including scheduling meetings, coordinating priorities, and monitoring key deadlines.
• Provide administrative support for strategic initiatives and requests from senior leadership.
• Coordinate the President's involvement with industry associations, business partners, and organizations in which he represents the company.
• Administer the corporate donations and charitable initiatives program, including communications and follow-up on commitments.
• Prepare, organize, and maintain administrative files and reference documentation.
• Perform a variety of administrative and operational tasks to support business activities.

• Assist with the planning and organization of corporate events, leadership meetings, training sessions, and company visits.
• Coordinate communications with hotels, conference centers, caterers, and other external suppliers.
• Manage invitations, attendance confirmations, and participant lists.
• Coordinate room bookings, meeting materials, and on-site logistics.
• Assist with event budget tracking and related administrative activities.
• Prepare name badges, welcome packages, and participant materials.
• Welcome visitors and help ensure a professional and positive experience.
• Support the successful execution of events involving up to forty participants.
• Assist with special projects and other corporate initiatives as required.

Availability to work occasional evenings and some weekends in support of corporate events and special activities.

Required Technical Skills

• Minimum 1 to 2 years of experience in an administrative, coordination, or executive support role.
• An equivalent combination of education and relevant experience will also be considered.
• Fluency in both French and English, spoken and written, is required due to the responsibilities associated with the position, including communicating regularly with suppliers, business partners, visitors, and organizations located across Canada and internationally.
• Proficiency with MS365.

Preferred/Asset Skills

• College diploma or certificate in administration, office management, business, communications, tourism, event management, or a related field.
• Proficiency in a third language, such as Spanish, Portuguese, German, Chinese, or Japanese, is considered a strong asset.

Personal Abilities (Required)

• Excellent ability to manage multiple priorities and meet tight deadlines.
• Excellent attention to detail and strong organizational skills.
• Ability to work effectively under pressure and adapt to changing priorities.
• Strong interpersonal and communication skills.
• Professionalism, discretion, and sound judgment when handling confidential information.
• Tact and diplomacy when managing sensitive situations.
• Initiative, resourcefulness, and the ability to work independently.

General Criteria

• Availability to work occasional evenings and some weekends.

Asset

• Valid driver's license.

Company Overview

Lallemand is a privately held Canadian company founded in the late 19th century, which develops, produces, and markets microorganisms for various markets. The administrative offices of the parent company are in Montreal, Canada. Today, Lallemand employs more than 6,500 people working in more than 45 countries on 5 continents. Lallemand's corporate division encompasses all of the support services offered to our branches. Its goal is to optimize internal processes, ensure that your operation is running smoothly, and that your strategy is well thought-out. Our corporate branch's head office is located in Montreal, Canada, and relies on a team that specializes in Management; Finance and accounting; Engineering; Research and Development (R&D); Human Resources (HR); and Information Technology (IT). If you want to help bring enthusiasm, collaboration and innovation to our workplace, we'd love to get to know you!

Please take note that accommodations will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.