About The Position
Alvéole is on a mission to connect people with nature in cities, one building at a time. As a certified B Corporation since 2018, we believe business can be a force for good. We partner with the world’s leading real estate companies to turn sustainability into an experience that tenants can see, touch, and feel. Through rooftop beehives and educational biodiversity programs, we help our clients meet their environmental goals while engaging communities and strengthening their brands. You can find our work in (and on) thousands of properties across North America and Europe, driven by a belief that business and biodiversity can thrive together. This role exists because Alvéole's mission involves managing thousands of beehives, developing new products, hiring talent, visiting customers, and setting ambitious goals, all while aiming to be an amazing place to work. This means days are rarely predictable, with leadership meetings leading to follow-ups, customer requests requiring quick turnarounds, complex travel bookings, new hire onboarding, building management issues, event logistics, and executive meeting preparation. The role is designed to free up the four fast-moving executives from administrative coordination. What makes this role different is supporting four executives who are builders, move quickly, are deeply involved in the business, and care about details. They need someone who enjoys bringing structure to their fast pace. The role also involves owning the Montreal office operations, including vendors, building access, repairs, snacks, meeting rooms, office supplies, new hire workstations, and company events. Success in this role requires anticipation and organization, noticing details, solving problems proactively, and making life easier for others. It is not a role for those seeking a predictable checklist of tasks.
Requirements
- Experience supporting senior leaders, coordinating office operations, or working in another fast-paced administrative or operations role.
- Exceptional organizational skills and the ability to juggle multiple competing priorities without letting things fall through the cracks.
- Excellent written and verbal communication skills.
- Strong judgment and discretion when handling confidential information.
- A proactive mindset (you don't wait to be asked).
- Comfort working with Google Workspace and modern workplace tools.
- The confidence to follow up with busy executives, challenge assumptions when appropriate, and keep work moving.
- A high bar for quality and attention to detail. You notice the small things because they often become big things.
- Fluency in English is required.
Nice To Haves
- Experience using AI to streamline administrative work is a strong asset.
- French is a strong asset, as this role supports our Montreal office and works with local vendors.
Responsibilities
- Keeping four executives organized and one step ahead by managing calendars, emails, travel, meetings, expenses, priorities, and follow-ups.
- Keeping projects moving by tracking commitments, following up on action items, drafting communications, and connecting the dots across teams.
- Taking on certain business administration projects, often compliance-related (insurance renewals, corporate applications, document consolidation, etc).
- Planning company events and coordinating new hire experiences so people arrive prepared and feel welcomed from day one.
- Owning the day-to-day operations of our Montreal office, including vendors, building management, repairs, supplies, snacks, access, meeting spaces, and workplace logistics.
- Creating a workplace that reflects who we are by helping employees, candidates, customers, and visitors feel genuinely welcomed whenever they interact with Alvéole.
- Continuously improving how administrative work gets done by building better systems, automating repetitive tasks, and using AI and modern tools wherever they create leverage.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
