Executive Assistant

Moment Factory; Montreal; On-site; CAD 50,000 - 70,000; Full time

Job summary

Moment Factory is seeking a capable Assistant to support Executive Directors by managing schedules, preparing documents, and coordinating teams. The role demands strong proficiency in both French and English, along with a minimum of 3 years of administrative experience, in a dynamic multimedia environment.

Benefits

Hybrid work mode

Group insurance benefits

Wellness account

Yearly inspiration budget

Access to telemedicine services

5 paid sick days per year

Personalized training plans

Affordable daily meals

Qualifications

• At least 3 years of relevant experience as an assistant or coordinator.
• Advanced proficiency in French and English.
• High proficiency in MS Office Suite and iWork (Keynote).

Responsibilities

• Manage the managers' schedules and business trips.
• Prepare and write documents, reports, and presentations.
• Maintain, manage, and archive managers' files.

Skills

Organizational skills

Analytical skills

Proactive mindset

Attention to detail

Education

Specialized training in administration or management

Tools

MS Office Suite

iWork (Keynote)

Job description

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 450 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

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.
  
  

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.
  
  

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 MOMENT FACTORY

• Hybrid work mode to optimize work-life balance;
• Group insurance benefits for you and your family;
• Wellness account allowing you to claim personal expenses ;
• Yearly budget for an 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 Moment Factory School;
• Daily meals at lower cost, snacks, and coffee available at all times;
• Moment Factory 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.