Description:
We are seeking a passionate administrative professional eager to engage with us for the long haul, contributing to the success of our teams and projects. The ideal candidate exhibits a keen curiosity, meticulous attention to detail, and a notable ability to adapt. They enjoy working across various departments, remain focused in the face of challenges, and excel at managing multiple demands simultaneously.
As a key member of our dynamic team, the Administrative Coordinator reports to the Producer and works closely with multiple departments to ensure smooth daily operations at our studio. This role is pivotal in managing a variety of administrative and logistical tasks, from handling invoices to preparing contractual documents that are vital for project success. The Administrative Coordinator simplifies team workflows and plays a direct role in our collective achievements.
Tasked with arranging travel and maintaining rigorous file management, among other duties, our ideal candidate thrives in a fast-paced, ever-changing environment and takes pleasure in supporting colleagues, ensuring all aspects are impeccably organized to promote efficient business operations.
This position demands exceptional precision, strong organizational skills, and a meticulous attention to detail.
Responsibilities
- Assist and support the various Production departments (including Technical and Support), Marketing, and Business Development, with administrative tasks
- Update production and internal communication tools
- Source suppliers and prepare purchase orders
- Process invoices for freelancers, suppliers, assets, licenses, equipment, and travel expenses
- Handle invoice processing in Dext
- File invoices in the designated project GDrive
- Assign invoices to the appropriate project and cashflow in Asana
- Collaborate with the Producer to prepare NDAs and contracts for freelancers and external suppliers
- Manage all logistics for travel and transportation
- Coordinate flight bookings, hotel reservations, and car rentals through our travel agent and pre-fill travel documents for the team
- Complete the Travel Options document and update the actual expenses incurred, including expense accounts for each traveling team member
- Coordinate team travel, maintaining a comprehensive calendar of travel dates across all departments (integrations, showcases, exhibits, conferences, etc.)
- Coordinate the shipping of required equipment and materials
- Assist in preparing grant applications and manage related documentation, gather all necessary paperwork for eligible projects
- Perform filing and updating of general files as required
- Coordinate with the studio’s operations team for additional insurance needs: collect the necessary information from the production and/or technical departments and complete all required documentation
- Provide general logistical and administrative support to various departments
Required qualifications and skills
- Degree in Business Administration, Project Management, or a related field relevant to the position
- At least two years of proven experience in an administrative role, ideally in a creative or technological environment
- Proficient in Microsoft Office Suite, particularly in Excel
- Good understanding of Google Workspace
- Familiarity with Asana and Slack is a plus
- Fluency in both English and French (bilingual, both spoken and written)