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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 450 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
Joining the Originals team means joining a team whose mission is to create and produce new forms of multimedia and immersive experiences that are deployed around the world. The Originals team transforms sites into unique experiences, both indoors and outdoors, operational over several years, creating iconic destinations and thrilling touring experiences.
YOUR MISSION
As a Team Coordinator, you provide administrative support to two general managers and their close teams, in two areas: administrative support and coordination for both business lines, and support for the business development process and project distribution under their responsibility.
ROLES AND RESPONSIBILITIES
Support to GMs and Office
(GMs, Producers and Business Development Team)
- Calendar Management: Optimize GM calendars and coordinate the team's overall schedule.
- Travel Logistics: Manage transportation and accommodation bookings for GMs and key team members.
- Partner & Promoter Relations: Support GMs and Producers in their relationships and meetings with promoters (Fever, Neon, Imagine, etc.).
- Reception & Hospitality: Organize partner visits to Montreal or to various international sites/shows (including ticketing management). Assist in setting up internal events or supporting front-desk reception.
- Daily Support to BD Team: Respond to requests for research, IT support, meeting note-taking, and training requests.
- Internal Training: Act as a reference point for documentation and the use of tech tools (Wrike, Keynote, Drive, Server).
Business Development Support (BD)
- Executive Presentations: Design, review, and finalize pitch decks and strategic presentations for management, internal, and external audiences.
- Opportunity Management (Pipeline): Filter inbound leads, enter and update opportunities in Pipedrive (CRM).
- Research: Conduct market research, comparative analysis (benchmarking), and identify potential sites (site scouting).
- Management Support: Assist General Managers (GMs) in preparing strategy documents and quarterly reports.
- Events & Conferences: Coordinate participation in conferences and events (managing invitations, documenting new relationships, preparation logistics, etc.).
Project Coordination in Development Phase (“pitch”)
- Project Onboarding and Offboarding: Initialize new “pitch” projects in systems (Wrike, CB, Slack): initial documentation, folder creation, and non-disclosure agreement (MNDA) tracking. Project documentation and closing.
- Planning & Tracking: Define and manage Scopes of Work, monitor budgets and schedules in support of LPs.
- Coordination Tools: Create, optimize, and update tracking tools to support the team daily.
- Communication & Information Flow: Ensure smooth and constant alignment between internal and external stakeholders.
- Document Management: Administer server and Google Drive, ensuring archiving of relevant documents.
- Operational Support (Back-up): Provide ad hoc support to production coordinators during peak periods.
Administrative and Financial Management
- Wrike Management: Create and track internal and BD projects (approvals, timesheets).
- Budget Monitoring: Supervise overall budgets and validate the accuracy of integrated financial data (expense reports, pitch expenses, travel, conferences).
- Accounting & Invoicing: Manage expense accounts, departmental invoicing, follow-up on unpaid invoices, and corporate credit card oversight.
- Third-Party Management: Ensure administrative liaison and management with suppliers.
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YOUR JOURNEY INCLUDES
- College diploma in management, event planning, or a related field;
- 3-5 years of experience in administrative support;
- Full fluency in French and English, both spoken and written;
- Proficiency with the Google Workspace suite (Sheets, Slides, Gmail, etc.).
- Knowledge of the entertainment industry is an asset.
- Asset: experience with Wrike, Pipedrive software (or similar).
- Knowledge and interest in the AI field.
YOUR QUALITIES
- Rigor, thoroughness, analytical skills, and strong organizational sense; attention to detail.
- Proactivity, autonomy.
- Excellent communication skills, in French and English.
- Comfortable carrying out clerical and/or administrative tasks.
- Comfortable working with more than one supervisor.
- Comfortable communicating proactively with people in person and by email.
- Ability to work under pressure and on multiple projects simultaneously, and prioritize them.
- Team spirit and diplomacy.
- Reliability, autonomy, and proactivity.
- Curiosity and eagerness to learn.
SPECIFIC WORK CONDITIONS
- Occasional work outside of regular office hours.
SOME PERKS THAT COME WITH WORKING AT MOMENT FACTORY
- Hybrid work mode to optimize work-life balance.
- Work from abroad for up to 30 days per year (consecutive or cumulative, including weekends), so you can explore the world while you work.
- Group insurance benefits for you and your family.
- Wellness account allowing you to claim personal expenses.
- 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 Moment Factory School.
- Daily meals at reduced cost, snacks, and coffee available at all times.
- Studio 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!
Your resume will be read by Dave.