Administrative Coordinator

A WORD ABOUT US

We come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 420 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA.  

YOUR TEAM & MISSION

Joining the Originals team means exploring new forms of multimedia experiences in unique locations and participating in the creation of innovative entertainment models that are deployed worldwide. You will collaborate in creating various immersive experiences, such as the magical forests "Lumina", "Aura", and much more! Your team transforms locations into unique experiences, operational for several years, thereby changing the lives of visitors. Together, you will create iconic destinations that, in addition to attracting visitors and enhancing the local experience, will generate media attention and economic benefits.

More specifically, you'll be part of the department's coordination team, made up of a production team leader, project managers and coordinators. You'll work closely with the General Managers and Diffusion teams, providing administrative support.

As Administrative Coordinator, you will provide administrative support to projects in development, production and dissemination, as well as to the team as a whole.

ROLES & RESPONSIBILITIES

• Support the General Managers with administrative tasks and the preparation of internal and external documents.
• Assist the General Managers in business development activities: coordinating meetings, taking notes, partner/client visits, etc.
• Schedule meetings and work sessions, including note-taking and follow-ups.
• Plan and organize the General Managers’ trips and travel, and prepare related documentation.
• Manage business opportunity tools (email management, Pipedrive CRM).
• Support research and preparation for conferences.
• Assist in preparing documents, including contracts, proposals, and client presentations.
• Coordinate client visits to the studio and/or assist with logistics for certain client events.
• Track the budget, open projects and handle other related needs.
• Perform other administrative tasks to support the team

• Handle all administrative tasks related to distribution projects: opening and closing projects, invoicing, rebills, archiving, etc.
• Manage the billing calendar related to support plans and prepare invoices.
• File and archive documents.
• Draft and format presentation documents (for internal and client presentations).
• Contribute to the preparation of marketing tools, such as service offers, client/partner presentations, and other materials.
• Plan and organize travel for the project team and prepare the necessary documentation.
• Monthly tracking of royalties.
• Update projects in the Wrike project management tool.
• Perform any other duties and/or tasks related to this role.

• College degree in management, event planning, or a related field;
• 2 to 3 years of experience in administrative support;
• Perfect command of French and English, both spoken and written;
• Proficiency in Google Suite (Sheets, Slides, Gmail, etc.).

• Rigorous, detail-oriented, with strong organizational skills.
• Excellent communication skills.
• An empathetic and caring person, the heart of the team, able to build relationships and support colleagues.
• Comfortable with clerical and/or administrative tasks.
• Ability to work under pressure and handle multiple projects simultaneously.
• Team spirit, diplomacy, and the ability to maintain harmony within teams.
• Reliability, autonomy, and proactivity.
• Curiosity and a willingness to learn.
• Knowledge of Wrike software is a plus.
• Knowledge of the multimedia industry is a plus.

• Hybrid work possible, but requires increased in-office presence (at least 3 days per week); 
• Occasional work outside of regular office hours.

• Hybrid work mode to optimize work-life balance;
• Group insurance benefits for you and your family;
• Wellness account allowing you to claim personal expenses up to $250 per year;
• $110 inspiration account;
• Free access to Dialogue telemedicine service, to quickly respond to your health concerns and those of your family;
• 5 paid sick days per year;
• Personalized training and skills development plan through the MF School;
• Daily meals at a lower cost, snacks, and coffee available at all times;
• MF Life Department, a catalyst for employee wellness initiatives (physical, mental health, social activities, etc.).

If you think this position is for you, we invite you to apply now. Unfortunately, we will not be able to follow up with each candidate, so we will only contact the selected individuals. Thank you for considering a career at Moment Factory. We are looking forward to meeting you!