Administrative Coordinator

Moment Factory; Montreal; Hybrid; CAD 40,000 - 70,000; Full time

Job summary

An innovative multimedia company is seeking an Administrative Coordinator to join their dynamic team. In this role, you will provide vital administrative support to General Managers and help manage various projects, ensuring smooth operations. You'll coordinate meetings, handle travel arrangements, and assist with business development activities. This position offers a hybrid work environment, allowing you to balance in-office collaboration with remote work. If you're detail-oriented, organized, and passionate about multimedia experiences, this opportunity could be the perfect fit for you.

Qualifications

• 2-3 years of administrative support experience required.
• Fluent in both French and English, spoken and written.

Responsibilities

• Assist General Managers with administrative tasks and document preparation.
• Coordinate meetings and manage business tools like email and CRM.

Skills

Administrative Support

Communication Skills

Organizational Skills

Detail-oriented

Proficiency in Google Suite

Fluency in French

Fluency in English

Education

College Degree in Management

Event Planning

Tools

Wrike

Job description

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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, regardless of individual responsibilities or fields. Our drive to innovate, take risks, and learn from mistakes and each other enables us to create extraordinary collective projects. With a team of 420 creative minds, we've developed immersive multimedia environments for artists, museums, airports, brands, theme parks, events, and signature shows. Our work spans film, lighting, multimedia architecture, sound design, special effects, and interactive projects—always driven by experimentation and innovation.

Our Team & Mission

Joining the Originals team means exploring new multimedia experiences in unique locations and creating innovative entertainment models worldwide. You will help craft immersive experiences like the magical forests "Lumina" and "Aura". Your team transforms locations into iconic destinations that attract visitors, generate media attention, and boost local economies.

You will be part of the coordination team, working closely with General Managers and Diffusion teams, providing administrative support.

Role & Responsibilities

Supporting tasks for General Managers

• Assist with administrative tasks and document preparation
• Support business development activities: coordinate meetings, note-taking, partner/client visits
• Schedule meetings and work sessions, including follow-ups
• Organize travel and prepare related documentation
• Manage business tools (email, CRM)
• Support conference preparation and document drafting
• Coordinate client visits and logistics
• Track budgets and project statuses
• Other administrative support tasks

Administrative Tasks

• Handle distribution project administration: invoicing, archiving
• Manage billing calendars and invoices
• File and archive documents
• Prepare presentations and marketing materials
• Organize travel and royalties tracking
• Update projects in Wrike
• Other related duties

Your Journey Includes

• College degree in management, event planning, or related field
• 2-3 years of administrative support experience
• Fluent in French and English (spoken and written)
• Proficiency in Google Suite

Your Qualities

• Rigorous, detail-oriented, organized
• Excellent communicator
• Empathetic, team-oriented, relationship builder
• Comfortable with clerical tasks
• Capable of handling multiple projects under pressure
• Diplomatic, reliable, autonomous, proactive
• Curious, eager to learn
• Knowledge of Wrike and multimedia industry a plus

Work Conditions

• Hybrid work with at least 3 days in-office
• Occasional outside hours

If interested, apply now. Only selected candidates will be contacted. Thank you for considering a career at Moment Factory. We look forward to meeting you!