Administrative Assistant jobs in Montréal, QC

Coordonnateur(trice) junior – Opérations et gestion de projets

Sommaire du poste

Nous sommes à la recherche d'un(e) Coordonnateur(trice) junior – Opérations et gestion de projets hautement organisé(e), proactif(ve) et soucieux(se) du détail afin de soutenir notre équipe de direction et de contribuer au bon déroulement des opérations quotidiennes.

Responsabilités:

• Soutien exécutif et administratif
• Gestion de projets et suivi des tâches
• Coordination des équipes
• Documentation et organisation
• Communication et suivi

Qualifications

• Expérience en administration, coordination de projets, soutien administratif de direction ou opérations.
• Excellentes aptitudes en organisation et en gestion du temps.
• Excellentes habiletés de communication, tant à l'écrit qu'à l'oral.
• Excellentes compétences en prise de notes et en documentation.
• Capacité à gérer simultanément plusieurs priorités.
• Grand souci du détail et de l'exactitude.
• Aisance à travailler dans un environnement dynamique où les priorités évoluent rapidement.
• Personne autonome, proactive et fiable.

Compétences techniques

• Microsoft Office (Excel, Word, Outlook et PowerPoint)
• Google Workspace
• Outils de gestion de projets
• Microsoft Teams, Zoom et Slack
• Expérience dans la gestion de feuilles de calcul et de tableaux de suivi de projets

Expérience souhaitée

• Une expérience dans les secteurs du vêtement, des licences de marques, de la mode ou des produits de consommation constitue un atout.
• Expérience auprès de membres de la haute direction ou d'équipes de direction.

Junior Operations & Project Coordinator

Job Overview

We are seeking a highly organized, proactive, and detail-oriented Junior Operations & Project Coordinator to support our executive team and help keep day-to-day operations running efficiently. This role is responsible for tracking projects, following up with internal teams and consultants, documenting meetings, maintaining task lists, and ensuring deadlines are met.

The ideal candidate thrives in a fast-paced apparel and licensing environment, enjoys keeping projects organized, and is comfortable communicating with executives, consultants, designers, and cross-functional teams. This position plays a key role in ensuring accountability, improving communication, and keeping projects moving forward.

Responsibilities:

Executive & Administrative Support

• Attend executive and management meetings, taking detailed meeting notes and documenting action items.
• Prepare and distribute meeting summaries with clear responsibilities and deadlines.
• Manage executive task lists and ensure follow-up on outstanding action items.
• Assist with scheduling meetings, calendar coordination, and recurring weekly team check-ins.

Project & Task Management

• Create and maintain project trackers, status reports, and task management spreadsheets.
• Monitor project timelines and ensure deadlines are being met.
• Follow up regularly with employees, consultants, and department leads regarding project status.
• Escalate delays, risks, or roadblocks to management when necessary.
• Ensure all project updates are accurately documented and communicated.

Team Coordination

• Coordinate communication between executives, designers, consultants, licensing teams, production, and other departments.
• Schedule recurring status meetings with internal teams and external consultants.
• Keep management informed of project progress through regular updates.
• Ensure all team members remain accountable for assigned responsibilities.

Documentation & Organization

• Maintain organized records of meeting notes, project documents, approvals, and correspondence.
• Create organized filing systems for internal documentation.
• Develop trackers and reports that provide visibility into project progress and outstanding tasks.
• Assist with documenting internal processes and standard operating procedures.

Communication & Follow-Up

• Send professional follow-up emails after meetings outlining next steps and deadlines.
• Follow up with team members regarding incomplete tasks or outstanding deliverables.
• Communicate professionally with internal departments and external partners.
• Help ensure projects stay on schedule by proactively checking in with stakeholders.

Qualifications

• Administrative, project coordination, executive assistant, or operations experience.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Excellent notetaking and documentation skills.
• Ability to manage multiple priorities simultaneously.
• Strong attention to detail and accuracy.
• Comfortable working in a fast-paced environment with changing priorities.
• Self-motivated, proactive, and dependable.

Technical Skills

• Microsoft Office (Excel, Word, Outlook, PowerPoint)
• Google Workspace
• Project management tools
• Microsoft Teams, Zoom, and Slack
• Experience maintaining spreadsheets and project trackers

Preferred Experience

• Experience working in the apparel, licensing, fashion, or consumer products industry is considered an asset.
• Experience supporting executives or senior leadership teams.

Key Attributes

• Highly organized and detail-oriented
• Strong follow-up and accountability skills
• Excellent multitasking abilities
• Professional and confident communicator
• Problem solver with a proactive mindset
• Ability to maintain confidentiality
• Team player with a positive attitude
• Comfortable working with executives and cross-functional teams

Work Location: In person