Office Manager

VML; Montreal (administrative region); On-site; CAD 42,000 - 56,000; Full time

Job summary

VML Montréal is seeking an enthusiastic Office/Guest Experience Coordinator to ensure every touchpoint with the agency feels exceptional. You own the space, the welcome, and the backstage operations that keep client-facing moments running smoothly.

From boardroom prep and supplier relations to coordinating all-hands and client milestones, you shape the VML Montréal experience with hospitality, discretion, and proactive communication. A bilingual, detail-oriented teammate thrives here.

Qualifications

• Bilingual English/French required with excellent written and spoken communication.
• Experience in hospitality, office coordination, or events preferred.
• Ability to manage multiple tasks with discretion and professionalism.

Responsibilities

• Maintain a welcoming, well-kept office environment for the team and visitors.
• Prepare each boardroom before client arrivals and tidy after meetings.
• Own relationships with building management and coordinate space changes as needed.
• Coordinate weekly all-hands, PR pipeline, deadlines, and ensure communications are on time.
• Support the MD and leadership team to shape the Montreal office experience.

Skills

Bilingual French/English

Hospitality mindset

Proactive

Attention to detail

Strong communication

Job description

Who We Are

VML is a leading creative company that combines brand experience, customer experience, and commerce, creating connected brands to drive growth. VML is celebrated for its innovative and award-winning human-first work for clients including AstraZeneca, Colgate-Palmolive, Dell, Ford, Microsoft, Nestlé, The Coca-Cola Company, and Wendy's. In 2026, VML was named Campaign’s Global Network of the Year and ranked #2 Creative Network of the Year at Cannes Lions. VML’s global network spans 55+ markets with principal offices in Buenos Aires, Kansas City, London, New York, São Paulo, Shanghai and Singapore.

VML is part of WPP, the trusted growth partner for the world's leading brands. Powered by exceptional talent and our agentic marketing platform WPP Open, WPP unites cutting-edge media intelligence and data solutions, creativity, production, enterprise solutions and expert strategic counsel.

For more information, please visit www.vml.com and follow along on LinkedIn #WeAreVML.

THE ROLE

Everything someone experiences when they interact with VML Montréal - walking into our office, sitting in one of our boardrooms, receiving a thoughtful gesture from our team, reading about us in the press - shapes their perception of who we are as an agency.

This role exists to make that experience exceptional. Every single time.

You are the master host of VML Montréal - inside the space and beyond it. For the people who work here every day. For the clients and prospects who walk through our doors. For anyone who encounters this agency at any level. You do not own any one function. You own the experience.

That means you are the person who makes sure our office is a place the team is proud to come to every morning. You are the first face a client sees when they visit - and the reason they feel remembered long after they leave. You are behind the press release that went out on time, the all-hands that ran without a hitch, and the card that arrived exactly when it should have.

The scope of what you own is deliberately broad - and that breadth is what makes this role genuinely interesting. From maintaining the physical space to coordinating the agency’s public presence, from preparing a boardroom to organizing a gesture for a client's milestone, every one of these responsibilities is an expression of the same thing: the VML Montréal experience. They all matter equally. What will make you exceptional here is your ability to hold the full range without letting any of it slip.

WHAT YOU OWN

The space and everyone in it

You keep the office in impeccable shape for the team that relies on it every day - clean, tidy, stocked. You prepare every boardroom before a client arrives and tidy after every meeting. You welcome every guest warmly and make them feel at home from the moment they walk in. You own the relationship with building management and execute on any changes to the physical setup of the space as directed by the MD. When the social committee has an event to bring to life, you are the one who makes it happen.

Hospitality beyond these walls

A great host does not stop when the meeting ends. You maintain a living record of the MD's key client relationships - birthdays, families, significant life moments - and you flag what is coming up every week, organizing the right gesture at the right time without being asked. You are not waiting for a reminder. You are the reminder.

The operational backbone

You own the agency's weekly all-hands - consulting every stakeholder, populating every section, managing the rotation lists, and making sure it runs without friction every Thursday. You coordinate the agency's PR pipeline, tracking deadlines and holding contributors accountable so press releases get written, proofread, and sent on time. You are a direct extension of the MD - supporting the local leadership team on everything that shapes how this agency is experienced in Montreal, at every level.

WHAT WE ARE LOOKING FOR

• Someone for whom hospitality is a mindset, not a task list
• Proactive by nature - you see what needs to happen and you move before anyone has to ask
• Equally comfortable with the full range of the role - nothing is beneath you, nothing is above you
• Sharp and articulate - you communicate clearly and confidently at every level of the organization
• Discreet - you will be trusted with sensitive information and you treat it accordingly
• Bilingual French/English - fully operational in both
• Someone who takes genuine pride in the details - because here, the details are the experience

We believe the best work happens when we're together, fostering creativity, collaboration, and connection. That's why we’ve adopted a hybrid approach, with teams in the office an average of four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

WPP (VML) is an equal opportunity employer and considers applicants for all positions without discrimination or regard to characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.