{"id":3198219,"url":"https://alion.io/job/artitalia-executive-assistant-receptionist-coordinator","title":"Executive Assistant / Receptionist Coordinator","company":{"id":2666668,"name":"Artitalia","domain":"artitalia.com","url":"https://alion.io/company/artitalia-2","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Schema","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Montreal, Canada"],"countries":["CA"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":33000,"max_usd":53000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":264},"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Microsoft Teams","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-07-31T19:14:51Z","employer_posted_date":"2026-09-10","last_verified_at":"2026-11-03T06:29:07Z","board_verified":true,"closed_at":null,"days_open":94,"trust":{"level":"stale","repost_count":0,"flags":["stale"],"days_open":94},"description":"ABOUT ARTITALIA GROUP\nArtitalia Group is a leading manufacturer of custom fixtures and furnishings for retail, restaurant & hospitality, mail & parcel and material handling environments. We work with premium materials, tight timelines, and high-quality standards to deliver exceptional products to our clients.\nPOSITION DESCRIPTION\nAs theExecutive Assistant & Reception Coordinator, you will be the face of Artitalia Group and the administrative backbone of our executive office. You will be responsible for creating an exceptional first impression for every visitor while ensuring our executive leadership team remains organized, prepared, and operating efficiently.\nRESPONSIBILITIES\n1. Reception & Front Office\n2. Executive Support\n3. Meetings & Client Hospitality\n4. Office Administration\n5. Travel & Expense Management\n6. Office Hospitality\nDETAILS\n1. Reception & Front Office\nWelcome clients, suppliers, partners, and visitors with professionalism and warmth\nAnswer and direct incoming telephone calls\nManage visitor sign-in and reception procedures\nMaintain an organized, clean, and professional reception area\nCoordinate incoming and outgoing courier packages and mail\nManage office and reception supplies\nLiaise with building management and external service providers when required\n2. Executive Support\n\nProvide day-to-day administrative support to senior executives by:\nManaging complex calendars and schedules\nCoordinating meetings and appointments\nOrganizing executive priorities and daily agendas\nPreparing presentations and meeting materials\nProcessing expense reports\nManaging confidential information with absolute discretion\nTracking follow-up items and ensuring deadlines are met\n3. Meetings & Client Hospitality\n\nCoordinate all executive meetings and client visits, including:\nPreparing boardrooms and meeting spaces\nOrganizing presentation materials\nOrdering catering and meals\nPreparing coffee, tea, beverages, and refreshments\nWelcoming guests upon arrival\nEnsuring every client enjoys professional, first-class experience\n4. Office Administration\n\nDraft correspondence, letters, and internal communications\nMaintain filing systems and company records\nCoordinate document approvals and signatures\nAssist with special projects\nSupport internal events and executive functions\nHelp improve administrative processes and efficiencies\n5. Travel & Expense Management\nCoordinate all executive travel arrangements- Booking domestic and international travel\nCoordinating hotels, flights, rental vehicles, and transportation. Preparing detailed travel itineraries\nMonitor travel changes and adjustments\nReconcile receipts and expenses\nSubmit expense reports accurately and on time\n6. Office Hospitality\nMaintain kitchens, coffee stations, and meeting areas\nEnsure refreshments and supplies are always available\nCoordinate lunches, executive meetings, and company events\nHelp create a welcoming and professional office atmosphere\nQUALIFICATIONS\nMinimum 3-5 years of experience in an Executive Assistant, Administrative Assistant, Office Coordinator, or similar role\nExceptional organizational and multitasking abilities\nExcellent written and verbal communication skills\nOutstanding interpersonal and customer service skills\nProfessional appearance and demeanor\nStrong attention to detail\nAbility to prioritize multiple responsibilities simultaneously\nHigh level of integrity and confidentiality\nStrong problem-solving abilities\nPositive, proactive attitude\nTECHNICAL SKILLS\nMicrosoft Office (Outlook, Word, Excel, PowerPoint)\nMicrosoft Teams\nCalendar management\nExpense management systems\nVideo conferencing platforms\nAbility to quickly learn new software and business systems","description_format":"text","description_chars":3685,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Company events"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Manufacturing"],"lifecycle":[{"event":"open","at":"2026-10-24T06:11:10Z"}],"visa":[],"liveness":{"score":9,"band":"cold","label":"Long shot","p_open":1,"p_active":0.322,"p_room":0.28,"age_days":94,"expected_fill_days":25,"reasons":["conf:25","win:tail","crowd:"],"computed_at":"2026-11-03T05:54:40Z"},"pay":null,"html_url":"https://alion.io/job/artitalia-executive-assistant-receptionist-coordinator","json_url":"https://alion.io/job/artitalia-executive-assistant-receptionist-coordinator.json","meta":{"generated_at":"2026-11-03T07:35:44Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":10833,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-04T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2666668},"rest":"https://alion.io/mcp/rest/get_company?id=2666668"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fartitalia-executive-assistant-receptionist-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fartitalia-executive-assistant-receptionist-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fartitalia-executive-assistant-receptionist-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/artitalia-executive-assistant-receptionist-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fartitalia-executive-assistant-receptionist-coordinator"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3198219}},{"tool":"search_jobs","arguments":{"company":"artitalia.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3198219},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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