Executive Assistant - ICRH (Research Institute) - #187464

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal! At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference!

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.
  
  

Website of the organization

https://rimuhc.ca/en

Education / Experience

Education: Bachelor's Degree

Field of Study: Administration, Communication or other related field,

Work Experience: >3 years of experience required for the position.

Required Skills

• Senior experience supporting executive leadership in large institutions/organizations,
• Experience in a scientific/research environment and/or with clinician-scientist considered an asset,
• Excellent oral and written communications skills (French and English),
• Solid organizational and relational skills (interpersonal skills and client focus),
• Ability to manage highly confidential information, discretion is essential in this role,
• Ability to manage priorities in a fast-paced, dynamic environment according to their relative importance and urgency,
• Ability to anticipate needs and take action proactively,
• Ability to work with minimal supervision and direction and to have initiative with decision-taking, as appropriate,
• Attention to detail, accuracy and analytical skills are essential for this role,
• Prepared to be available outside of regular work hours if needed,
• Displays diplomacy, good judgment, resourcefulness and flexibility.
• Excellent knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).
  
  

Additional information

Status: Temporary, full time (35-hour workweek)

Pay Scale: $49,722.40 - $92,346.80 Commensurate with education and experience

Work Shift: Monday to Friday 8:30am to 4:30pm

Work Site: 2155 Guy Street

***Two (2) professional references required (last 5 years). If you wish to include a cover letter, please attach it with your resume in one document. ***

Why work with us?

• 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 much more!
  
  

https://rimuhc.ca/careers

To learn more about our benefits, please visit http://rimuhc.ca/en/compensation-and-benefits

THIS IS NOT A HOSPITAL POSITION.

Equal Opportunity Employment Program

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. We also welcome candidates with the skills and knowledge to productively engage with diverse communities. Persons with disabilities who anticipate needing accommodations for any part of the application process may confidentially contact, [email protected]