Executive Assistant - ICRH (Research Institute)

McGill University Health Centre; Montreal; On-site; CAD 50,000 - 70,000; Full time

Job summary

The Research Institute of the McGill University Health Centre seeks an Executive Support professional to assist the Scientific Director. This role involves managing schedules, organizing meetings, and providing comprehensive support for administrative and research activities while liaising with various stakeholders.

Qualifications

• Experience in executive support or administrative roles preferred.
• Proficiency in managing multiple tasks and priorities.
• Strong verbal and written communication skills required.

Responsibilities

• Manage the agenda of the Scientific Director and organize meetings.
• Prepare documents and correspondence for meetings with stakeholders.
• Coordinate travel arrangements and report reimbursements.

Skills

Organization

Communication

Time Management

Analytical Skills

Job description

RESEARCH INSTITUTE OF THE MUHC
The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS).

Position summary
Reporting directly to the Scientific Director (SD), the incumbent will provide comprehensive, excellent executive support services relating to administration and research. They will act as the first point of contact for the Executive Office, liaise with internal and external stakeholders and make proactive decisions to optimize daily activities.

General Duties
• Proactively manage the agenda of the SD, organize in-person and virtual meetings (different time zones),
• Proactively and comprehensively prepares weekly agenda with attached materials, briefing notes, emails and relevant documents for each meeting to facilitate the SD’s preparation,
• Manage calls, emails/correspondence, prioritize and follow up on action items,
• Coordinate travel/business trips, prepare/submit expense reports and reimbursement requests,
• Monitor and reconcile accounts, settle invoices,
• Coordinate advisory board’ meetings, management committee meetings and other (prepare and distribute documents, take minutes and follow up on action items),
• Participate in the organization of special events (on-site and off-site) including logistics, catering, guest travel arrangement etc.,
• Edit, draft, compose and translate correspondence,
• Perform web searches, format/print/organize documents and maintain shared electronic filing database and confidential reports,
• Collect/Assemble/Organize data from various sources, prepare analysis reports, and assist in preparing presentations,
• Participate in the coordination of special projects,
• Manage, create and update databases relevant to admin support
• Coordinate administrative support for research, teaching and clinical duties
• Perform other duties as assigned.