Administrative Officer

McGill University; Eeyou Istchee James Bay; On-site; CAD 64,000 - 98,000; Full time

Job summary

A leading educational institution located in Quebec is seeking an Administrative Officer to provide essential support to the Secretariat of the Nutrition and Sustainable Agri-food Collaborative. The role involves managing office operations, organizing meetings, and liaising with partners in Canada and Ghana. The ideal candidate is detail-oriented, possesses strong communication skills in English and French, and holds a Bachelor's degree. Competitive benefits and a supportive work environment are offered.

Benefits

Competitive benefits package

Defined contribution pension plan

Tuition waiver for employees and dependents

Remote work opportunities

Qualifications

• 3 years of relevant experience in administration or operations.
• Motivated self-starter capable of working autonomously.
• Experience in organizing events and travel arrangements.

Responsibilities

• Manage general administration and office operations.
• Support program implementation and facilitate deliverables.
• Organize large meetings and special events.

Skills

Organizational skills

Interpersonal skills

Proficiency in Microsoft Office 365

Attention to detail

English communication skills

French communication skills

Education

Bachelor's Degree

Job description

Overview

The Nkabom Collaborative is a Community of Practice addressing youth unemployment in Ghana's nutrition and agri-food sectors through experiential learning, inclusive community-based research, and youth-led entrepreneurship. This innovative partnership brings together nine leading Ghanaian and Canadian institutions to transform the nutrition-agri-food ecosystem and create dignified employment opportunities for young people, especially women and marginalized communities in Ghana.

Together, the Secretariat team (6-8 people in total) will serve as a facilitating hub for activity across all partner institutions (PI). The Secretariat will likewise promote and reflect the shared Principles of Collaboration adopted by the Partner organizations in support of Collaborative programming and deliverables and in the day-to-day operations of the Secretariat in support of the Collaborative.

Position Summary

Reporting to the Associate Director, Administration & Operations, to the Secretariat of the Nutrition and Sustainable Agri-food Collaborative, the Administrative Officer will provide efficient and effective administrative and operational support to the Secretariat. The incumbent will develop and maintain administrative standards, practices and systems for the Secretariat, acting as a liaison between the Secretariat and the McGill partners of the Collaborative as well as external organizations in both Canada and Ghana. Working closely with the leadership team of the Secretariat, the Administrative Officer will be responsible for activities related to general office management, the management of physical resources, event planning, meetings, travel arrangements, and records management.

Primary Responsibilities

• Manage the general administration and office management of the Secretariat, including establishing and implementing best practices.
• Recommend, develop, and implement processes that support the strategic direction of a new and growing unit.
• Provide support to the Associate Director, Administration & Operations in all activities related to the implementation of the Collaborative programs and initiatives as well as the facilitation of program deliverables.
• Liaise and follow-up with McGill Partners and Collaborative Partners located in Ghana to ensure timely submission of progress reports.
• Responsible for organizing large meetings and special events including logistics, travel arrangements, invitations, catering, equipment and materials, room bookings, agenda and briefs, liaising with attendees (internal and external) and setting up and taking down of event spaces.
• Record detailed minutes at meetings, make decisions and ensure follow-up and implementation of agreed decisions and action points.
• Plan and manage the calendar for the Secretariat leadership team prioritizing meetings and making judgements regarding urgent and sensitive scheduling matters. The incumbent will have the judgement required to manage extensive agendas autonomously with full knowledge of the surrounding context.
• Arrange and coordinate travel and accommodation to national and international destinations for the Secretariat and Partners of the Collaborative, conferences, relationship building initiatives related to the activities of the Collaborative.
• Responsible for the timely submission of expense reimbursement claims related to travel and other expenses.
• Responsible for purchasing office materials and equipment as needed by the members of the Secretariat.
• Maintains detailed inventories of IT equipment, software and capital assets purchased by the Secretariat and McGill partners with donor funds provided for the Collaborative.
• Supervision of support staff.

Other Qualifying Skills and/or Abilities

• Motivated self-starter with an ability to work autonomously with minimal supervision as well as within a team.
• Demonstrated organizational skills with an ability to prioritize, multi-task, meet multiple deadlines and shifting priorities.
• Accuracy and attention to detail as it pertains to drafting documents and presentations, as well as processing transaction on Minerva and McGill Market Place (MMP).
• Exceptional interpersonal and team building skills.
• Strong demonstrated proficiency with Microsoft Office 365 applications including Share Point, Outlook, Word, Excel, PowerPoint, Teams and OneNote.
• Superior communication skills in English (spoken and written) and French (spoken) to work collaboratively and efficiently with colleagues at McGill and external partners.

As one of Montreal's Top Employers, here is what we offer

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Important Notes

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience

Bachelor\'s Degree 3 Years Related Experience

Annual Salary

(MPEX Grade 04) $64,770.00 - $80,960.00 - $97,150.00

Job Profile

MPEX-ADM2A - General Administration - Professional 2

Hours per Week

33.75 (Full time)

Supervisor

Associate Director, Administration and Operations

Position End Date (If applicable)

Deadline to Apply

2025-09-29

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [e-mail].