Executive Assistant / Receptionist Coordinator

Artitalia Group Inc.; Montréal-Est; 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 backbone of the executive office.

You will manage complex calendars, coordinate meetings, and handle travel and expenses while ensuring a professional first impression for visitors. The role requires 3–5 years in EA/administrative roles, exceptional organizational and communication skills, and a proactive, discreet approach to confidential information.

Qualifications

• 3–5 years in an EA/Administrative role or similar.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.
• Interpersonal and customer service excellence.
• Professional appearance and demeanor.

Responsibilities

• Manage executive calendars and scheduling.
• Prepare presentations and materials for meetings.
• Coordinate meetings, travel, and expenses.
• Greet visitors and handle reception duties with professionalism.
• Support senior executives with confidential tasks and projects.
• Maintain filing systems and company records.

Skills

Executive support

Calendar management

Communication

Organizational skills

Multitasking

Tools

Microsoft Office

Microsoft Teams

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.

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

• 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
• 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
• 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
• 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
• 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
• 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