Administrative Assistant

We are seeking a highly organized, proactive and service-oriented Administrative Assistant to support members of our Montreal team and help ensure a positive, productive and well-functioning workplace environment in our Montreal office. This position requires a minimum of three days per week on-site.

This role is ideal for someone who thrives on taking ownership, solving problems and ensuring things run smoothly behind the scenes. The successful candidate will be a trusted partner to executives, coordinating schedules, meetings, travel and administrative activities while helping oversee the day-to-day functioning of the office, workplace experience initiatives and employee events.

Your Role

Executive Support

• Effectively manage the calendars of assigned staff , ensuring schedules are current, conflict-free and aligned with business priorities.
• Coordinate meetings, including scheduling, room bookings, catering, technology requirements and meeting logistics.
• Manage day-to-day requests from supported executives, ensuring timely and professional execution.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations and related logistics.
• Prepare and submit expense reports accurately and in a timely manner, in accordance with company policies.
• Monitor executive priorities and bring urgent matters requiring attention to the forefront.
• Assist with formatting presentations, reports and meeting materials to ensure a professional and consistent appearance.
• Coordinate translation with support of internal and external resources.
• Assist leaders and employees with bilingual communications, helping ensure consistency, professionalism and accuracy across both official languages.
• Handle confidential and sensitive information with the highest level of discretion and professionalism.
• Take ownership of administrative and operational issues, coordinating solutions and following through to resolution.

Workplace & Employee Experience Support

• Help ensure the Montreal office remains a professional, welcoming and efficient workplace for employees and visitors.
• Ensure office supplies, refreshments, snacks and other workplace needs are provided.
• Support meeting room set-up, audio-visual requirements and catering arrangements.
• Support workplace initiatives that enhance employee experience and foster a positive office culture.
• Welcome visiting leaders and support their office experience while in Montreal.
• Identify opportunities to improve workplace processes, services and employee experience.

Events & Office Activities

• Coordinate team lunches, employee recognition activities, social gatherings and other office events.
• Assist with the planning and execution of client receptions, executive visits and office functions.
• Coordinate logistics for internal meetings, workshops and special events.
• Help foster a positive and engaging office culture through the coordination of employee recognition activities, team lunches, office gatherings and other workplace initiatives.

Your Profile

• Post-secondary education or equivalent combination of education and experience.
• Proven success in an executive support, office coordination, administrative or business support role.
• Experience supporting leaders in a professional services, financial services or corporate environment is considered an asset.
• Experience coordinating events, workplace activities or office operations is considered an asset.

BILINGUAL COMMUNICATION:

• Fully bilingual in English and French with exceptional verbal and written communication skills in both languages.

• Comfortable interacting with employees, executives and visitors in both official languages.

ORGANIZATION & PRIORITIZATION:

• Exceptional organizational skills with the ability to manage multiple competing priorities and changing demands while maintaining a high level of accuracy and attention to detail.

INITIATIVE & OWNERSHIP:

• Takes ownership of responsibilities, proactively identifies issues and opportunities, and follows through to completion with minimal supervision.
• Focuses on solutions and outcomes rather than simply managing tasks.
• Demonstrates sound judgement and resourcefulness when faced with competing priorities or unexpected challenges.

CLIENT AND EMPLOYEE SERVICE:

• A genuine desire to provide outstanding service and create positive experiences for executives, employees and visitors.
• Professional, approachable and responsive in all interactions.

TEAMWORK:

• Collaborates effectively with colleagues and enjoys working as part of a team.
• Builds positive relationships across all levels of the organization.

TECHNOLOGY:

• Strong proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint and Teams.
• Comfortable learning and leveraging productivity tools, including Microsoft Copilot and other emerging technologies.

PROFESSIONALISM:

• Maintains the highest standards of confidentiality, discretion and professionalism.

WHAT SUCCESS LOOKS LIKE:

The successful candidate will become a trusted partner to executives and a key contributor to the Montreal office experience. They will proactively manage administrative, logistical and workplace matters, allowing leaders and employees to focus on their priorities with confidence that things are being handled efficiently, professionally and with care.

This individual is known for taking ownership, finding solutions, anticipating needs and ensuring that executives and employees never have to worry about administrative or workplace issues because they are handled proactively and effectively.

About Munich Re

Together, we engage with everything we have and are, to help humankind act braver and better.

As the world’s leading reinsurance company with more than 40,000 employees in over 50 locations around the globe, Munich Re introduces a paradigm shift in the way you think about insurance. By turning uncertainty into manageable risk, we enable fundamental change. We recognize Diversity, Inclusion, and Belonging as a key priority with a culture that welcomes different thoughts and opinions. We dare to think big and are continuously innovating on behalf of our clients.

Our data, our technology, and our teams place us in a unique position to drive transformative change in the life insurance industry. We invest strategically in our world class talent, offering our employees a work experience that promotes professional development, innovation, and rewards high performance.

What Can We Offer You?

We are pleased to offer our employees great benefits and resources to support their mental, physical and financial wellbeing. These include:

• An engaging and collaborative environment that promotes continuous learning and development
• A hybrid work environment that combines weekly in-office and remote days
• A great compensation package including annual company bonus
• Market leading company-paid flexible health and dental benefits, starting on your first day
• Flexible dollars provided by the company to put towards Health Spending Account and/or Wellness Spending Account
• Immediate participation in DC Pension Plan with an automatic employer contribution, plus optional company match
• Generous time off including vacation, personal days, unplanned time, Statutory Holidays and company-wide early closure half-days
• Learning and development programs and resources, including unlimited access to LinkedIn Learning, Education Assistance Program and reimbursement for professional fees
• Maternity, Parental & Adoption Leave top-up program
• Employee Referral Program, Recognition & Rewards Platform

This role is located in our Montréal office at 1000, rue De La Gauchetière, and we operate in a hybrid work model. This job posting is for an existing vacancy.

We do not use AI in our recruitment process - applications are reviewed by our team to ensure a fair and personalized experience.

Please note that only candidates who are selected for interview will be contacted directly. We thank all candidates for their interest.

Munich Re is committed to providing a work environment that is inclusive and free of employment barriers and discrimination. Accommodations will be made for qualified applicants with a disability throughout the recruitment process. If you receive a request for an interview and you have a disability which will require an accommodation to support your participation, please contact [email protected] as soon as practical so that suitable accommodations can be arranged