Administrative Assistant

Job summary

Organize senior leadership calendars, meetings, travel, correspondence, reports, and follow-up on key initiatives. Support office operations, project coordination, document approvals, marketing communications, and information flow with external stakeholders.

Job details

Your new company Hays is partnering with a well-established, privately owned real estate investment and development firm in Montréal. Their portfolio covers commercial and residential assets across major Canadian markets, and they have an active development pipeline. They're now launching a new investment platform, so the business is in an exciting growth phase. It's an entrepreneurial, close-knit team that values initiative, discretion and long-term relationships. You'll work directly with leadership and help shape the company's next stage of growth. Your new role As Administration Coordinator, you'll keep the leadership team organised. You'll also play an active role in office operations, project coordination, marketing initiatives and executive support Manage calendars, meetings and scheduling for senior leadership Coordinate travel, accommodations and itineraries Act as the first point of contact for incoming calls and enquiries Prepare correspondence, presentations, reports and meeting materials Track action items and follow up on key initiatives Coordinate signatures, document approvals and digital filing Manage office supplies, equipment and service providers Support marketing materials and corporate communications, working with internal and external creative partners Coordinate information flow between the team and external stakeholders What you'll need to succeed Fluent in French and English (required) 3+ years in administration, operations, project coordination or a similar role Experience in real estate, investment, professional services or a family office (an asset) Strong Microsoft 365 skills (Outlook, Teams, Word, Excel, SharePoint) Comfortable with AI tools such as Copilot, ChatGPT or Claude Excellent organisation, attention to detail and follow-through Proactive, adaptable, discreet and a true team player What you'll get in return Work directly with an experienced, engaged leadership team Exposure to real estate, investments, operations and business development Room to take on more responsibility as the organisation grows A collaborative, entrepreneurial, in-office environment in Montréal Full-time permanent position What you need to do now If you're interested in this role, click "Apply now" to send an up-to-date copy of your CV, or contact Steven Lopresti at Hays directly. If this job isn't quite right for you but you're looking for a new position, please reach out for a confidential conversation about your career.

What you’ll do

Organize senior leadership calendars, meetings, travel, correspondence, reports, and follow-up on key initiatives. Support office operations, project coordination, document approvals, marketing communications, and information flow with external stakeholders.

Requirements

Requires fluency in French and English and at least three years of experience in administration, operations, project coordination, or a similar role. Candidates should have strong Microsoft 365 skills, familiarity with AI tools, excellent organization and attention to detail, and a proactive, adaptable, discreet, team-oriented approach; relevant industry experience is an asset.

Listed skills

• Project Coordination · Preferred
• report preparation · Preferred
• Microsoft 365 · Preferred
• Bilingual communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Meeting Coordination
• Travel Coordination
• Executive Support
• Office Operations
• Project Coordination
• Correspondence Preparation
• Presentation Preparation
• Report Preparation
• Action Item Tracking
• Document Management
• Digital Filing
• Marketing Coordination
• Corporate Communications
• Microsoft 365
• Bilingual Communication

Job areas

• Administrative
• Management & Leadership
• Marketing
• Finance & Accounting

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