Administrative Assistant

Institut de recherches cliniques de Montréal (IRCM) / Montreal Clinical Research Institute; Montreal (administrative region); Hybrid; CAD 40,000 - 48,000; Full time

Benefits offered by this job

Group insurance

Telemedicine

EAP

Cyclist facilities

Vacation time

Job summary

The Montreal Clinical Research Institute (IRCM) is seeking an Administrative Support Specialist to assist researchers, lab directors, and the HR Department with administrative, scientific, and academic tasks. You will prepare grant applications, onboard new students and staff, manage communications in French and English, and support budgeting and travel planning.

This full-time, hybrid role based in Montreal offers a collaborative environment, opportunities to contribute to health research, and

Qualifications

• College diploma (DEC) in office administration or equivalent.
• At least two years of administrative support experience.
• Experience managing multiple files and stakeholders simultaneously.
• Excellent command of French and English, both spoken and written.
• Excellent command of Microsoft 365, including Excel.

Responsibilities

• Provide administrative, managerial, and secretarial support to researchers.
• Plan, organize, and track files, projects, and deadlines.
• Prepare drafts of documents for researchers' review.
• Draft and format notes, presentations, and correspondence in French and English.
• Assist with onboarding of new employees, students, and interns.
• Coordinate immigration and international mobility follow-ups.
• Support grant applications and progress reports.
• Organize meetings, committees, events, and travel.
• Manage schedules, emails, calls, and mail; maintain filing system.
• Support budgets and expenses processing.
• Other tasks to support research activities.

Skills

Office administration

Multitasking

Bilingual English/French

Excel advanced

Education

DEC in Office Administration

Tools

Microsoft 365

Excel

Job description

The Montreal Clinical Research Institute (IRCM) is a world-class biomedical research center that puts science to work for health. The work of our teams contributes to major advances in research. We provide an environment where scientific rigor and collaboration drive the advancement of knowledge.

What you’ll love

• Contribute to work that has a tangible impact on health and research.
• Thrive in a rigorous, collaborative, and supportive environment.
• Take part in challenging projects and continuous improvement initiatives.

Job Overview

As a member of the administrative support team, you will collaborate with several researchers and lab directors to support their administrative, scientific, and academic activities.

As part of a research administrative support team, you will serve as an administrative point of contact for a portfolio of researchers, the number and composition of whom may change depending on organizational needs. This team is coordinated by the Human Resources Department.

In particular, you will assist with preparing grant applications, updating researchers’ résumés, welcoming and onboarding new students and employees, following up on certain immigration cases, and coordinating various research-related administrative activities.

Responsibilities

• Provide administrative, managerial, and secretarial support to tenured researchers and ensure the smooth operation of their activities.
• Plan, organize, and track files, projects, and deadlines related to research activities.
• Prepare drafts of letters, reports, forms, and other documents requiring approval from researchers.
• Draft, revise, format, and produce various documents, briefing notes, presentations, and correspondence in French and English.
• Assist with the orientation, onboarding, and administrative follow-up of new employees, students, and interns.
• Participate in the administrative follow-up of certain immigration and international mobility cases.
• Support the preparation, submission, and follow-up of grant applications, progress reports, and other documents related to research funding.
• Organize the logistics for meetings, committees, events, and travel; prepare agendas; and follow up on decisions.
• Manage schedules, emails, phone calls, and mail, and maintain an efficient document management and filing system.
• Collaborate on budget preparation and monitoring, including assisting with the processing of expenses, purchase orders, reimbursements, and supporting documentation.
• Perform any other related tasks necessary to support the teams’ research activities and ensure their smooth administrative operation.

What You Bring to the Table

• College diploma (D.E.C.) in office administration or equivalent.
• At least two (2) years of relevant experience in an administrative support role.
• Experience in an environment where managing multiple files and stakeholders simultaneously is required.
• Excellent command of French and English, both spoken and written.
• Excellent command of Microsoft 365 (Word, Excel, Outlook, PowerPoint, and Teams), including advanced knowledge of Excel.

Desired Skills

• Excellent organizational skills and the ability to manage priorities.
• Attention to detail, thoroughness, and respect for confidentiality.
• Excellent communication and writing skills.
• Ability to work independently, take initiative, and collaborate with others.

Key Information

• Schedule: Full-time (35 hours per week)
• Position Type: Permanent
• Work Arrangement: Hybrid, including up to two (2) days of remote work per week, after the probationary period
• 20 days of vacation after one year of service.
• 10 days of personal or sick leave.
• Additional time off during the holiday season.
• Group insurance.
• Access to telemedicine for you and your family.
• Employee Assistance Program (EAP).
• Facilities for cyclists (secure parking and showers).
• Accessible location in the heart of Montreal.

To learn more about the IRCM: https://www.ircm.qc.ca

Selection Process

Selected candidates will be contacted for an interview. Background checks may be conducted depending on the nature of the position.

The IRCM values diversity, equity, and inclusion. We encourage applications from people of all backgrounds.

Accommodations may be provided upon request at any stage of the recruitment process. To request accommodations, please indicate this in the “Is there anything else you'd like to tell us about yourself?” section of the application form.