Job Description

Administrative and Operations Coordinator
Job Type: Permanent
Location: Downtown Montreal - Hybrid
BCA ( ) is the leading independent provider of global investment research. Since 1949, BCA's mission has been to support its clients in making better investment decisions through the delivery of leading-edge analysis and forecasts of all the major asset classes and economies, as well as educating, informing and stimulating discussion through clear and thought-provoking research. The firm maintains a head office in Montreal, with offices in London, New York, and Hong Kong.
We are looking for a highly organized and meticulous Administrative and Operations Coordinator to join our team. In this role, you will act as a crucial link between various departments and staff members, providing essential administrative support and managing travel arrangements for our executives, strategists, and sales teams. The ideal candidate brings maintains a relentlessly client-centric focus, and consistently demonstrates a proactive, initiative-driven attitude within a collaborative, team-oriented environment.
Responsibilities

• Serve as the primary point of contact for coordinating meetings between our strategists and sales teams.
• Orchestrate end-to-end coordination of calls between the sales team and BCA Research strategists--scheduling via Calendly and Salesforce, issuing follow-up action items, and tracking outcomes in the CRM to drive both client-facing and internal initiatives.
• Arrange all travel logistics, including researching, negotiating, and booking flights and hotels, while seeking the best prices and coordinating approvals with the executive and finance teams.
• Proactively communicate upcoming travel plans to all relevant parties.
• Organize and prepare for the weekly email updates for executives and strategists, as well as the monthly editorial review meeting.
• Process and submit expense reports for strategists.
• Manage and organize inbox, processes, and group communications to ensure seamless operations.

Qualifications

• A minimum of DES or DEC in secretarial, office administration or equivalent relevant job training.
• At least 5 years of experience in an administrative, operations or customer service role with a strong focus on travel booking and coordination.
• Proficiency with Microsoft Office Suite (especially Excel, Word, and Outlook Calendar)
• Familiarity of Concur and CRM software's similar to Salesforce.
• Experience with Calendly is a plus.
• Experience in travel planning and logistics, with a proven ability to research and secure cost-effective travel options.

• Maintaining confidentiality and exercising a high level of discretion is essential.
• Excellent spoken and written English/ Proficiency in French.

• Organization and time management for day-to-day activities as well as outlook calendars.
• Ability to manage multiple files simultaneously and meet tight deadlines.
• A growth mindset with a passion to bring forward innovative ideas to contribute to the continued success of internal processes.

BEHAVIOURAL COMPETENCIES

• Achievement Orientation: you create your own measure of excellence.
• Concern for order, quality and accuracy (detail orientation): you monitor your work and projects by checking it against milestones or deadlines, discovering the weakness or missing data.
• Relationship Building: you build rapport with associates or customers by frequently initiated informal or casual contact. You make a conscious effort to build rapport.
• Teamwork: you genuinely value other's input and expertise and are willing to learn from others. You solicit ideas and opinions to help form specific decisions or plans.
• Information Seeking: you ask a series of probing questions to get at the root of a situation or a problem, go below the surface presentation.
• Organizational commitment: Understands and actively supports organization mission and goals, aligns own activities and priorities to meet organizational needs, understand need for cooperation to achieve larger organizational objectives.

Skills Required