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 qualified 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 reportsManaging 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

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📌 Executive Assistant / Receptionist Coordinator (Quebec City)
🏢 Artitalia Group
📍 Quebec City