Administrative Assistant - Women’s Health Research Unit (Research Institute)

RI-MUHC | Research Institute of the MUHC | #rimuhc; Montreal; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading research institute in Montreal is seeking a dedicated Administrative Assistant for the Women’s Health Research Unit. This role involves providing high-level administrative support, managing schedules, and coordinating events. The ideal candidate will have a DEC in Office Systems Technology and strong organizational skills, with the ability to thrive in a fast-paced healthcare environment. Benefits include competitive vacation, insurance, and professional development opportunities.

Benefits

4-week vacation, 5th week after 5 years

12 paid personal days

13 paid statutory holidays

Modular group insurance plan

Telemedicine services

Training and professional development opportunities

Child Care Centres

Qualifications

• 1 to 2 years of work experience in a relevant field.
• Experience in a fast-paced healthcare environment.

Responsibilities

• Manage calendars and coordinate appointments.
• Organize and coordinate meetings and events.
• Draft, edit, and proofread documents.

Skills

Excellent organizational and time-management skills

Verbal and written communication skills in French and English

Problem-solving abilities

Attention to detail and accuracy

Ability to work independently and collaboratively

Proficient in Microsoft Office Suite

Education

Diploma of College Studies (DEC) in Office Systems Technology or related field

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Teams

Zoom

Job description

Administrative Assistant - Women’s Health Research Unit (Research Institute)

Position: Administrative Assistant, Women’s Health Research Unit, Research Institute of the McGill University Health Centre (RI-MUHC). Location: GLEN Site, 1001 boul. Decarie, Montreal. Status: Temporary, full time (35-hour workweek).

Overview

Under the supervision of Dr. Lucy Gilbert, the Administrative Assistant provides high-level administrative and organizational support to both clinical and academic activities at the Women’s Health Research Unit.

Responsibilities

• Manages calendars and coordinates appointments for medical and academic staff.
• Receives, screens, and responds to telephone calls and email inquiries in a professional and timely manner.
• Organizes and coordinates meetings and events, including scheduling, preparing agendas, distributing materials, arranging audiovisual equipment, and taking/transcribing minutes.
• Drafts, edits, translates (where applicable), and proofreads documents including correspondence, reports, meeting minutes, presentations, and internal communications.
• Maintains up-to-date contact lists, staff directories, and distribution lists.
• Performs general office duties such as ordering supplies, submitting service requests, filing, and organizing documents in physical and digital formats.
• Liaises with internal departments (IT, academic services, finance, HR) to support administrative and academic activities.
• Supports onboarding and scheduling of medical learners (residents, fellows, elective students, observers, and medical students), ensuring all professional IDs and documentation are properly recorded.
• Prepares and maintains the clinical service schedule (ROTA) for attendings, fellows, and other clinical personnel, including the ODC and RECO rosters.
• Updates PETAL MD with absences, call coverage, and scheduling adjustments for attending physicians and fellows.
• Assists in maintaining up-to-date CVs and publication lists for clinical faculty members for academic and reporting purposes.
• Performs other related duties as assigned to ensure the smooth operation of the unit.

Education / Experience

Education: Diploma of College Studies (DEC). Field of Study: Office Systems Technology or related field. Work Experience: 1 to 2 years.

Required Skills

• Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced healthcare environment.
• Demonstrated initiative and problem-solving abilities.
• Excellent verbal and written communication skills in French and English.
• High level of discretion and professionalism in handling sensitive or confidential information.
• Attention to detail and accuracy, particularly when managing schedules, rosters, and official documents.
• Ability to work independently and collaboratively within a multidisciplinary team.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and Zoom.

Benefits

• 4-week vacation, 5th week after 5 years.
• Bank of 12 paid days (personal days and days for sickness or family obligations).
• 13 paid statutory holidays.
• Modular group insurance plan (including gender affirmation coverage).
• Telemedicine, RREGOP (defined benefit government pension plan).
• Training and professional development opportunities.
• Child Care Centres, Corporate Discounts (OPUS + Perkopolis).
• Competitive monthly parking rate, Employee Assistance Program, Recognition Program, Flex work options, and more.

Website: https://rimuhc.ca/en/

How to apply: If you wish to include a cover letter, please attach it with your resume in one PDF document.

Equal Opportunity

The Research Institute of the McGill University Health Centre hires on the basis of merit and is strongly committed to equity, diversity and inclusion within its community. We welcome applications from all qualified candidates who self-identify as members of racialized groups/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and 2SLGBTQIA+ persons. Persons with disabilities who anticipate needing accommodations may confidentially contact, [e-mail]