Executive Assistant - ICRH (Research Institute)

McGill University Health Centre; Montreal; On-site; CAD 50,000 - 75,000; Full time

Job summary

The Research Institute of the McGill University Health Centre is seeking an Executive Support professional to assist the Scientific Director. This role involves managing schedules, preparing documents, and coordinating meetings, ensuring efficient operations within a prestigious research environment.

Qualifications

• Experience in administrative support roles.
• Ability to manage multiple tasks and prioritize effectively.
• Strong written and verbal communication skills.

Responsibilities

• Manage the Scientific Director's agenda and organize meetings.
• Prepare documents and materials for meetings.
• Coordinate travel and business trips.

Skills

Organizational skills

Communication

Proactive decision-making

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 serves as the research arm of the McGill University Health Centre (MUHC) and is affiliated with the Faculty of Medicine at McGill University. The RI-MUHC receives support from the Fonds de recherche du Québec - Santé (FRQS).

Position summary

Reporting directly to the Scientific Director (SD), the incumbent will provide comprehensive executive support services related 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

1. Proactively manage the SD's agenda and organize in-person and virtual meetings across different time zones.
2. Prepare weekly agendas with attached materials, briefing notes, emails, and relevant documents to facilitate the SD’s preparation.
3. Manage calls, emails, correspondence, prioritize, and follow up on action items.
4. Coordinate travel and business trips, prepare and submit expense reports and reimbursement requests.
5. Monitor and reconcile accounts, settle invoices.
6. Coordinate advisory board meetings, management committee meetings, and other events; prepare and distribute documents, take minutes, and follow up on action items.
7. Assist in organizing special events, including logistics, catering, and guest travel arrangements.
8. Edit, draft, compose, and translate correspondence.
9. Perform web searches, format, print, organize documents, and maintain shared electronic filing systems and confidential reports.
10. Collect, assemble, and organize data from various sources, prepare analysis reports, and assist in preparing presentations.
11. Participate in coordinating special projects.
12. Manage, create, and update databases relevant to administrative support.
13. Coordinate administrative support for research, teaching, and clinical duties.
14. Perform other duties as assigned.