Administrative assistant

Administrative assistant

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Cinesite is recruiting an experienced Administrative Assistant to join our team in Montreal. The responsibilities of the incumbent will be threefold: be in charge of the reception area, fulfill all relocation travel requirements, and coordinate company-wide events.

Reception tasks:

  • Meet and greet visitors in a friendly and welcoming manner.
  • Answer incoming calls on the Reception switchboard promptly and politely and transfer all internal calls.
  • Take receipt and log deliveries in line with the company procedure.
  • Handle shipping requirements (FedEx, couriers, post) and Post Office runs
  • Manage the meeting room schedules, organize food and refreshments for business, client or staff events as required. Remind the runners of lunches and refreshments to prepare as needed.
  • Issue new joiner entry passes, alarm codes and blue tokens and make sure they are ready on their first day of employment. Ensure all temporary visitor access passes are accounted for each day. De-activate leavers’ passes, alarm codes and blue tokens.
  • Perform general administrative duties as required

Travel bookings:

  • Book flights and accommodation for new employees relocating to Montreal as per company policy and procedure.
  • Keep the travel log up-to-date.
  • Gather and process all travel-related invoices.

Event coordination:

  • Liaise with management to determine event requirements
  • Coordinate all arrangements for the event: prepare budgent, find venue, organize set-up, staffing, food and bar service and equipment rentals.
  • Prepare items such as name tags, lists of attendees, agendas. Oversee the design of the invite. Coordinate printing and mailings.
  • Attend events to monitor arrangements and ensure the smooth functioning of all activities.

We’d like to talk to you if you have:

  • Previous experience in an administrative role
  • Experience with coordination for events
  • Experience booking travel, in particular international corporate travel
  • Ability to work in a fast-paced environment and remain calm under pressure
  • Strong multi-tasking skills
  • Good knowledge of Word and Excel
  • Familiar with Google Calendars and Documents
  • Excellent interpersonal skills and manner
  • Excellent telephone manner
  • Fluent in French and English, both oral and written
  • Highly organized and methodical
  • Friendly and helpful manner, enthusiastic
  • Trustworthy, reliable and punctual
  • Flexible

What can we offer?

Cinesite offers a positive, creative environment where the world’s leading animation and effects artists are encouraged and supported to develop and produce challenging, world leading, award winning work.

If you want to be part of the Cinesite story, please submit your application as an online submission via this website. If your candidacy is successful, you will be contacted shortly, if it is not retained for this position it will stay on file for future opportunities.

Apply now