We are seeking a highly organized, proactive and service-oriented Administrative Assistant to support members of our Montreal team and help ensure a positive, productive and well-functioning workplace environment in our Montreal office. This position requires a minimum of three days per week on-site.

This role is ideal for someone who thrives on taking ownership, solving problems and ensuring things run smoothly behind the scenes. The successful candidate will be a trusted partner to executives, coordinating schedules, meetings, travel and administrative activities while helping oversee the day-to-day functioning of the office, workplace experience initiatives and employee events.

Your Role

Executive Support

- Effectively manage the calendars of assigned staff, ensuring schedules are current, conflict-free and aligned with business priorities.
- Coordinate meetings, including scheduling, room bookings, catering, technology requirements and meeting logistics.
- Manage day-to-day requests from supported executives, ensuring timely and professional execution.
- Coordinate domestic and international travel arrangements, including itineraries, accommodations and related logistics.
- Prepare and submit expense reports accurately and in a timely manner, in accordance with company policies.
- Monitor executive priorities and bring urgent matters requiring attention to the forefront.
- Assist with formatting presentations, reports and meeting materials to ensure a professional and consistent appearance.
- Coordinate translation with support of internal and external resources.
- Assist leaders and employees with bilingual communications, helping ensure consistency,



professionalism and accuracy across both official languages.
- Handle confidential and sensitive information with the highest level of discretion and professionalism.
- Take ownership of administrative and operational issues, coordinating solutions and following through to resolution.

Workplace & Employee Experience Support

- Help ensure the Montreal office remains a qualified, welcoming and efficient workplace for employees and visitors.
- Ensure office supplies, refreshments, snacks and other workplace needs are provided.
- Support meeting room set-up, audio-visual requirements and catering arrangements.
- Support workplace initiatives that enhance employee experience and foster a positive office culture.
- Welcome visiting leaders and support their office experience while in Montreal.
- Identify opportunities to improve workplace processes, services and employee experience.

Events & Office Activities

- Coordinate team lunches, employee recognition activities, social gatherings and other office events.
- Assist with the planning and execution of client receptions, executive visits and office functions.
- Coordinate logistics for internal meetings, workshops and special events.
- Help foster a positive and engaging office culture through the coordination of employee recognition activities,



team lunches, office gatherings and other workplace initiatives.

Your Profile

- Post-secondary education or equivalent combination of education and experience.
- Proven success in an executive support, office coordination, administrative or business support role.
- Experience supporting leaders in a professional services, financial services or corporate environment is considered an asset.
- Experience coordinating events, workplace activities or office operations is considered an asset.

BILINGUAL COMMUNICATION:

- Fully bilingual in English and French with exceptional verbal and written communication skills in both languages.
- Comfortable interacting with employees, executives and visitors in both official languages.

ORGANIZATION & PRIORITIZATION:

- Exceptional organizational skills with the ability to manage multiple competing priorities and changing demands while maintaining a high level of accuracy and attention to detail.

INITIATIVE & OWNERSHIP:

- Takes ownership of responsibilities, proactively identifies issues and opportunities, and follows through to completion with minimal supervision.
- Focuses on solutions and outcomes rather than simply managing tasks.
- Demonstrates sound judgement and resourcefulness when faced with competing priorities or unexpected challenges.

CLIENT AND EMPLOYEE SERVICE:

- A genuine desire to provide outstanding service and create positive experiences for executives, employees and visitors.
- Professional, approachable and responsive in all interactions.

TEAMWORK:

- Collaborates effectively with colleagues

📌 Administrative Assistant (Montreal)
🏢 Munich Re Group
📍 Montreal