Executive Support & Workplace Experience Coordinator | Coordonnateur·trice – Soutien exécutif et expérience au travail

About this role

<h2><strong>Why this role exists</strong></h2> <p>Alvéole’s mission is to connect people to nature - one of the ways we do that is by managing thousands of beehives across North America and Europe. We’re also building a new product, always hiring new talent, often jumping on planes to visit customers, and setting ambitious goals as a leadership team - all while trying to make this an amazing place to work for our team members. That means our days are rarely predictable.</p> <p>A leadership meeting turns into ten follow-ups. A customer wants a specialized experience with a 24h turnaround. Someone needs complicated, multi-city travel booked. A new hire starts Monday and still needs a desk setup and welcome kit. The building manager is dodging us about bathroom repairs. Lunch needs to arrive before an onsite starts. An interviewee has arrived and someone needs to buy time with them before the interviewer is ready. A board meeting is coming up fast and the execs haven’t found time to get organized.</p> <p>We have four executives, all moving quickly, and none of them should be spending their time coordinating administrative work - that's where you come in. This is one of those roles where, if you do it exceptionally well, hundreds of people will have better days because of work they'll never even see.</p> <h2><strong>What makes this role different</strong></h2> <p>You'll support four executives, not one -  and they are all builders. They move quickly, they're deeply involved in the business, and they care about the details. Ask any one of them what they're working on and you'll probably hear about three things they finished yesterday, five ideas they're excited about today, and a customer conversation that completely changed their priorities an hour ago.</p> <p>They also move very fast, but they need someone who enjoys bringing structure to that pace - not someone who will push them to pump the brakes. Each of them works differently and priorities change quickly. </p> <p>You'll also own our gorgeous Montreal office. Vendors, building access, repairs, snacks, meeting rooms, office supplies, new hire workstations, company events. None of these things are individually difficult, but together they're what make a workplace either feel effortless or frustrating.</p> <p>This role is about anticipation as much as organization. The people who thrive here don't wait for instructions - they notice details other people miss, solve problems before they're asked to, and genuinely enjoy making life easier for the people around them.</p> <p>If you're looking for a predictable checklist of tasks every day, this probably isn't the role for you.</p> <h2><strong>What you'll own</strong></h2> <p>Reporting directly to the VP, People & Culture, you'll become the administrative backbone of our leadership team.</p> <p>Your responsibilities will include:</p> <ul> <li>Keeping four executives organized and one step ahead by managing calendars, emails, travel, meetings, expenses, priorities, and follow-ups.</li> <li>Keeping projects moving by tracking commitments, following up on action items, drafting communications, and connecting the dots across teams.</li> <li>Taking on certain business administration projects, often compliance-related (insurance renewals, corporate applications, document consolidation, etc).</li> <li>Planning company events and coordinating new hire experiences so people arrive prepared and feel welcomed from day one.</li> <li>Owning the day-to-day operations of our Montreal office, including vendors, building management, repairs, supplies, snacks, access, meeting spaces, and workplace logistics.</li> <li>Creating a workplace that reflects who we are by helping employees, candidates, customers, and visitors feel genuinely welcomed whenever they interact with Alvéole.</li> <li>Continuously improving how administrative work gets done by building better systems, automating repetitive tasks, and using AI and modern tools wherever they create leverage.</li> </ul> <h2><strong>You'll probably love this job if...</strong></h2> <p>You genuinely enjoy making other people more effective. You naturally think three steps ahead. You get satisfaction from bringing order to busy environments. You think paperwork is kinda fun. You enjoy variety and can comfortably switch between booking travel, coordinating a company event, solving an office issue, and helping an executive prepare for an important meeting, sometimes all before lunch. You don't need recognition for every problem you solve because you enjoy being the person everyone quietly relies on.</p> <h2><strong>This probably isn't your role if...</strong></h2> <p>You prefer predictable routines. You need someone to tell you what to work on next. Changing priorities stress you out more than they energize you. You'd rather optimize a process that's already working than build one from scratch.</p> <h2><strong>What we're looking for</strong></h2> <p>We're much more interested in how you work than checking boxes, but we're probably looking for someone who has:</p> <ul> <li>Experience supporting senior leaders, coordinating office operations, or working in another fast-paced administrative or operations role.</li> <li>Exceptional organizational skills and the ability to juggle multiple competing priorities without letting things fall through the cracks.</li> <li>Excellent written and verbal communication…