Administrative Department Assistant Job Montréal area,Montreal Province de Québec Canada,Administrative/Clerical

Location: Montreal

CREATIVITY IS OUR SUPERPOWER. It’s our heritage and it’s also our future. Because we don’t just make toys. We create innovative products and experiences that inspire fans, entertain audiences and develop children through play. Mattel is at its best when every member of our team feels respected, included, and heard—when everyone can show up as themselves and do their best work every day.

We value and share an infinite range of ideas and voices that evolve and broaden our perspectives with a reach that extends into all our brands, partners, and suppliers.

The Team
:

Located in Montreal, the Mattel Building Sets Campus is a creative hub focused on developing Mattel Brick Shop and Mega Bloks products for a global audience. The campus brings together cross-functional teams who collaborate to support innovation, creativity, and the evolution of iconic building brands. As part of Mattel’s global organization, the Montreal campus offers an inspiring environment where ideas grow and teams work together to bring imaginative building experiences to life.

The Opportunity:

The Administrative Department Assistant provides comprehensive administrative, operational, and office management support to four Directors within a hybrid work environment. This role plays a key part in supporting leadership effectiveness, coordinating meetings and events, and fostering a positive, well-organized office experience for employees. The ideal candidate is highly organized, proactive, and comfortable balancing executive support with broader office and event-related responsibilities.

What Your Impact Will Be:

Leadership & Director Support

Provide day-to-day administrative support to four Directors, including calendar coordination, meeting organization, and travel arrangements

Coordinate leadership team calendars and serve as a central point of contact for scheduling executive and leadership meetings

Organize and manage executive meetings, leadership reviews, and all-hands meetings, including agendas, materials, decks, and communications

Prepare, submit, and track expense reports and related administrative documentation

Act as a key liaison with Executive Assistants and administrative partners across the organization

Office Management & Employee Experience

Support overall office operations in a hybrid environment to ensure a welcoming, functional, and well-maintained workspace

Coordinate vendors and services related to office needs, including food and snacks, coffee, water, and supplies

Contribute to a well-designed and functional office environment by supporting furniture procurement and the coordination of visuals and décor.

Maintain stationery inventory and oversee purchasing as needed

Support employee engagement and well-being through coordination of in-office activities and initiatives

Events & Internal Coordination

Support planning and logistics for internal events such as leadership meetings, team events, offsites, philanthropy initiatives, and corporate events

Coordinate logistics including venue selection, hotel bookings, catering, rentals, materials, and meeting invitations

Assist with travel coordination and booking support for leaders and teams

Collaboration, Communication & Special Initiatives

Serve as a knowledgeable and approachable resource within the office for operational and administrative questions

Participate in internal committees or initiatives related to workplace culture, compliance, or employee engagement, as appropriate

Support special projects and cross-functional initiatives as needed

What We’re Looking For:

Required

Experience in an administrative, executive support, or office operations role

Proven ability to support multiple senior leaders simultaneously

Strong organizational and time-management skills with excellent attention to detail

Clear, professional written and verbal communication skills in French & English

Ability to handle sensitive matters with discretion and professionalism

Proficiency with Microsoft Office and virtual meeting tools

Preferred

Experience working in a hybrid work environment

Event coordination or office management experience

Ability to work independently, anticipate needs, and adapt to changing…


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