Executive Support & Workplace Experience Coordinator | Coordonnateur·trice – Soutien exécutif et expérience au travail
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Key skills for this role
Role Overview
Support four fast-moving executives and serve as the administrative backbone of the leadership team.
Own the day-to-day operations of Alvéole's Montreal office and help create an effortless workplace experience.
The role suits someone who anticipates needs, brings structure to changing priorities, and enjoys varied administrative work.
Key Skills for This Role
Full Job Posting
Role overview
Support four fast-moving executives and serve as the administrative backbone of the leadership team.
Own the day-to-day operations of Alvéole's Montreal office and help create an effortless workplace experience.
The role suits someone who anticipates needs, brings structure to changing priorities, and enjoys varied administrative work.
What you will own
- Manage executive calendars, emails, travel, meetings, expenses, priorities, and follow-ups.
- Track commitments, coordinate action items, draft communications, and connect work across teams.
- Handle business administration projects such as insurance renewals, corporate applications, and document consolidation.
- Plan company events and coordinate new-hire experiences.
- Manage Montreal office vendors, building access, repairs, supplies, snacks, meeting spaces, and workplace logistics.
- Welcome employees, candidates, customers, and visitors.
- Build better administrative systems, automate repetitive tasks, and use AI and modern tools where useful.
What Alvéole is looking for
- Experience supporting senior leaders, coordinating office operations, or working in a fast-paced administrative or operations role.
- Exceptional organization and ability to manage competing priorities without letting details fall through the cracks.
- Excellent written and verbal communication skills.
- Strong judgment and discretion with confidential information.
- Proactive approach, confidence following up with executives, and ability to keep work moving.
- Comfort with Google Workspace and modern workplace tools.
- High attention to detail and strong quality standards.
- English fluency is required.
- French is a strong asset for supporting the Montreal office and local vendors.
Workplace experience
- The coordinator owns day-to-day operations for Alvéole's Montreal office.
- The role includes office access, facilities, meeting rooms, supplies, vendors, new-hire workstations, and onsite experiences.
Working style
- Successful candidates anticipate needs, solve problems before being asked, and bring structure to rapidly changing priorities.
- The role is not intended for someone seeking a predictable daily checklist or highly routine work.
Success in the role
Within six months, meetings, executive schedules, office operations, new-hire experiences, events, and visitor interactions should run smoothly with fewer last-minute interruptions.
Success is reflected in the trust of colleagues and executives who know that work has been handled.
About Alvéole
Alvéole connects people to nature and manages thousands of beehives across North America and Europe.
The company is developing new products, hiring talent, visiting customers, and building an engaging workplace for its team.
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