Administrative Coordinator

Supporting tasks for General Managers

• Support the General Managers with administrative tasks and the preparation of internal and external documents.
• Assist the General Managers in business development activities: coordinating meetings, taking notes, partner/client visits, etc.
• Schedule meetings and work sessions, including note-taking and follow-ups.
• Plan and organize the General Managers’ trips and travel, and prepare related documentation.
• Manage business opportunity tools (email management, Pipedrive CRM).
• Support research and preparation for conferences.
• Assist in preparing documents, including contracts, proposals, and client presentations.
• Coordinate client visits to the studio and/or assist with logistics for certain client events.
• Track the budget, open projects and handle other related needs.
• Perform other administrative tasks to support the team

Administrative Tasks

• Handle all administrative tasks related to distribution projects: opening and closing projects, invoicing, rebills, archiving, etc.
• Manage the billing calendar related to support plans and prepare invoices.
• File and archive documents.
• Draft and format presentation documents (for internal and client presentations).
• Contribute to the preparation of marketing tools, such as service offers, client/partner presentations, and other materials.
• Plan and organize travel for the project team and prepare the necessary documentation.
• Monthly tracking of royalties.
• Update projects in the Wrike project management tool.
• Perform any other duties and/or tasks related to this role.

YOUR JOURNEY INCLUDES

• College degree in management, event planning, or a related field;
• 2 to 3 years of experience in administrative support;
• Perfect command of French and English, both spoken and written;
• Proficiency in Google Suite (Sheets, Slides, Gmail, etc.).

YOUR QUALITIES

• Rigorous, detail-oriented, with strong organizational skills.
• Excellent communication skills.
• An empathetic and caring person, the heart of the team, able to build relationships and support colleagues.
• Comfortable with clerical and/or administrative tasks.
• Ability to work under pressure and handle multiple projects simultaneously.
• Team spirit, diplomacy, and the ability to maintain harmony within teams.
• Reliability, autonomy, and proactivity.
• Curiosity and a willingness to learn.
• Knowledge of Wrike software is a plus.
• Knowledge of the multimedia industry is a plus.

SPECIFIC WORK CONDITIONS

• Hybrid work possible, but requires increased in-office presence (at least 3 days per week); 
• Occasional work outside of regular office hours.

• 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 MF School;
• Daily meals at lower cost, snacks, and coffee available at all times;
• MF Life Department, a catalyst for employee wellness initiatives (physical, mental health, social activities, etc.).