Executive Assistant / Receptionist Coordinator

Artitalia Group Inc; Montreal (administrative region); On-site; CAD 55,000 - 75,000; Full time

Job summary

Artitalia Group Inc is seeking an Executive Assistant & Reception Coordinator to be the face of the company and the administrative backbone of the executive office. You will manage calendars, coordinate meetings, greet visitors, and handle travel, expenses, and office operations with discretion.

You will support senior executives, prepare materials, coordinate events, and maintain professional reception and office environments, ensuring a first-class experience for clients and partners.

Qualifications

• 3–5 years of experience in an Executive Assistant/Administrative role.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Outstanding interpersonal and customer service skills.
• Professional appearance and demeanor; high integrity and confidentiality.

Responsibilities

• Reception & Front Office: greet visitors, manage sign-in, routing calls, keep reception area professional.
• Executive Support: manage calendars, coordinate meetings, prepare agendas and materials, process expenses.
• Meetings & Client Hospitality: set up boardrooms, arrange catering, host guests, ensure professional experience.
• Office Administration: draft correspondence, maintain records, coordinate approvals, support events.
• Travel & Expense Management: arrange domestic/international travel, book logistics, reconcile receipts.
• Office Hospitality: maintain kitchens and meeting spaces, ensure supplies and refreshments are available.

Skills

Organizational skills

Multitasking

Written and verbal communication

Interpersonal skills

Discretion and confidentiality

Problem solving

Attention to detail

Prioritization

Positive, proactive attitude

Education

No degree specified

Tools

Microsoft Office

Microsoft Teams

Calendar management

Expense management systems

Video conferencing platforms

Job description

ABOUT ARTITALIA GROUP

Artitalia Group is a leading manufacturer of custom fixtures and furnishings for retail, restaurant & hospitality, mail & parcel and material handling environments. We work with premium materials, tight timelines, and high-quality standards to deliver exceptional products to our clients.

POSITION DESCRIPTION

As the Executive Assistant & Reception Coordinator, you will be the face of Artitalia Group and the administrative backbone of our executive office. You will be responsible for creating an exceptional first impression for every visitor while ensuring our executive leadership team remains organized, prepared, and operating efficiently.

RESPONSIBILITIES

• Reception & Front Office
• Executive Support
• Meetings & Client Hospitality
• Office Administration
• Travel & Expense Management
• Office Hospitality

DETAILS

1. Reception & Front Office

• Welcome clients, suppliers, partners, and visitors with professionalism and warmth
• Answer and direct incoming telephone calls
• Manage visitor sign-in and reception procedures
• Maintain an organized, clean, and professional reception area
• Coordinate incoming and outgoing courier packages and mail
• Manage office and reception supplies
• Liaise with building management and external service providers when required

2. Executive Support

• Provide day-to-day administrative support to senior executives by:
• Managing complex calendars and schedules
• Coordinating meetings and appointments
• Organizing executive priorities and daily agendas
• Preparing presentations and meeting materials
• Processing expense reports
• Managing confidential information with absolute discretion
• Tracking follow-up items and ensuring deadlines are met

3. Meetings & Client Hospitality

• Coordinate all executive meetings and client visits, including:
• Preparing boardrooms and meeting spaces
• Organizing presentation materials
• Ordering catering and meals
• Preparing coffee, tea, beverages, and refreshments
• Welcoming guests upon arrival
• Ensuring every client enjoys professional, first-class experience

4. Office Administration

• Draft correspondence, letters, and internal communications
• Maintain filing systems and company records
• Coordinate document approvals and signatures
• Assist with special projects
• Support internal events and executive functions
• Help improve administrative processes and efficiencies

5. Travel & Expense Management

• Coordinate all executive travel arrangements- Booking domestic and international travel
• Coordinating hotels, flights, rental vehicles, and transportation. Preparing detailed travel itineraries
• Monitor travel changes and adjustments
• Reconcile receipts and expenses
• Submit expense reports accurately and on time

6. Office Hospitality

• Maintain kitchens, coffee stations, and meeting areas
• Ensure refreshments and supplies are always available
• Coordinate lunches, executive meetings, and company events
• Help create a welcoming and professional office atmosphere

QUALIFICATIONS

• Minimum 3–5 years of experience in an Executive Assistant, Administrative Assistant, Office Coordinator, or similar role
• Exceptional organizational and multitasking abilities
• Excellent written and verbal communication skills
• Outstanding interpersonal and customer service skills
• Professional appearance and demeanor
• Strong attention to detail
• Ability to prioritize multiple responsibilities simultaneously
• High level of integrity and confidentiality
• Strong problem-solving abilities
• Positive, proactive attitude

TECHNICAL SKILLS

• Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Microsoft Teams
• Calendar management
• Expense management systems
• Video conferencing platforms
• Ability to quickly learn new software and business systems