Executive Assistant

ROLES AND RESPONSIBILITIES

• 1. 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.


• 2. 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.


• 3. 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 MF

• 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.).