Executive Coordinator

Location: Montreal

Are you an administrative professional driven by excellence and looking to thrive in a stimulating and highly collaborative environment? A global leader in executive search and leadership consulting is currently seeking a top-tier candidate for the position of Executive Coordinator to their team in downtown Montreal. As the primary point of contact for executives, clients, and candidates, you will act as a true ambassador for a brand synonymous with prestige and professional rigor.

You will work closely with passionate partners and consultants. Your day-to-day work will be anything but routine: you will actively contribute to the success of large-scale strategic mandates by providing high-level administrative support and exceptionally efficient coordination. This key role, based in downtown Montreal, will allow you to leverage your organizational skills and attention to detail to deliver an outstanding client and candidate experience.

Does this challenge perfectly align with your professional aspirations, and are you eager to take your career to the next level? Don't miss this opportunity to shine and submit your application today to start our conversation!

Advantages
-Full-time permanent position
-Pleasant working environment,amazing team and beautiful office
-Access to Bonaventure and McGill metro stations
-Competitive salary based on experience
-Hybrid working model, 3 days in the office and 2 days from home
-3-4 weeks of vacation, depending on experience
-Comprehensive insurance package, as of day 1

Responsibilities

• Be a key and effective business partner for the firm's associates.

• Ensure the administrative and logistical coordination of executive search mandates throughout their lifecycle, from launch to completion, ensuring high-quality follow-up with clients, candidates, and internal teams.

• Coordinate and optimize associates' schedules: rigorously and efficiently plan and adjust client meetings, interviews, and internal meetings.

• Greet visitors, clients, and candidates courteously and professionally, embodying the firm's warmth and brand image.

• Draft, revise, and format documents, reports, and presentations of impeccable quality, adhering to high standards.

• Contribute to the preparation and updating of search documents, while ensuring accurate entry of interactions and meetings into the database.

• Participate in client meetings and support partners by gathering key information, ensuring necessary follow-ups, and preparing reports, presentations, and submissions.

• Proactively coordinate partners' meetings, calls, and follow-ups, taking into account their priorities, time management style, and the specific requirements of each engagement.

• Foster a collaborative environment by participating in office activities, building trusting relationships, and contributing to the collective success of the administrative team.

• Provide timely and supportive assistance to colleagues on the administrative team to ensure continuity and excellence of service.

• Prepare meeting rooms for interviews (refreshments, equipment, technical setup).

Qualifications

• Minimum experience in a senior management support role or similar position involving project coordination and managing multiple priorities.

• Proficiency in Microsoft Office Suite and demonstrated ability to navigate databases and dynamic digital tools.

• Technological curiosity and a proven ability to quickly learn new tools to optimize administrative processes.

• Attention to detail and the ability to design documents and presentations that reflect the brand image, highlighting information clearly, professionally, and with care.

• Professional presence and natural interpersonal skills in interactions with influential executives and managers.

• Strong written and verbal communication skills in both official languages.
• Be recognized for excellent organizational skills, effective time management, and the ability to juggle multiple priorities simultaneously.

• Be bilingual (French and English), both orally and in writing.

Personal Characteristics

• Ability to demonstrate ingenuity, proactivity, and critical thinking in problem-solving, while remaining calm and…