Executive Assistant (Research Institute)

Job Responsibility:

Organization description

Le Centre universitaire de santé McGill (CUSM) est un centre hospitalier universitaire intégré, reconnu à l'échelle internationale pour l'excellence de ses programmes cliniques, de sa recherche et de son enseignement. Le CUSM a pour objectif d'assurer aux patients des soins fondés sur les connaissances les plus avancées dans le domaine de la santé et de contribuer au progrès des connaissances.

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). The Institute of Circulatory and Respiratory Health (ICRH) is one of the thirteen virtual institutes of the Canadian Institutes of Health Research (CIHR) based out of The Research Institute of the McGill University Health Centre in Montréal (RI-MUHC). CIHR-ICRH has a broad mandate and supports strategic research activities that engage research teams from multiple institutions and organizations across Canada to conduct research for a wide range of conditions associated with the heart, lung, brain (stroke), blood, blood vessels, critical care and sleep. The Institute is also committed to the values and principles of equity, diversity and inclusion (EDI) across all aspects of its activities. Position summary Reporting directly to the Scientific Director (SD), the incumbent will provide comprehensive, excellent executive support services relating to administration and research. The Executive Assistant acts as the first point of contact for the Scientific Director, liaises with internal and external stakeholders and makes proactive decisions to optimize daily activities. General Duties

• Proactively manage the agenda of the ICRH SD, organize in-person and virtual meetings (different time zones),
• Manage calls, emails/correspondence, prioritize and follow up on action items,
• Coordinate travel/business trips, prepare expense reports and reimbursement requests,
• Monitor and reconcile accounts, settle invoices,
• Coordinate with the ICRH Associate Director, the Institute Advisory Board (IAB) meetings, as well as internal meetings (prepare and distribute documents, take minutes and follow up on action items),
• Organize special events (on-site and off-site) including logistics, catering, etc.,
• Edit, draft, compose and translate correspondence,
• Perform web searches, format documents and maintain shared electronic filing database and confidential reports,
• Compile data from various sources, prepare analysis reports, and assist in preparing and revising presentations for ICRH SD,
• Participate in the coordination of special projects,
• Manage, create and update databases,
• Provide administrative support for research activities
• Perform other duties as assigned.

Website of the organization

Education / Experience

• Degree in Administration, Communications or other related field,
• Senior experience supporting senior executive leadership in large institutions/organizations,
• Experience in a scientific/research environment 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,
• Displays diplomacy, good judgment, resourcefulness and flexibility,
• Excellent knowledge of the Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).

Additional information

Status: Temporary (annually renewable contract), full time (35 hours/week) Pay Scale: $48,503.00 to $90,090.00 Commensurate with education and experience Work Shift: 9:00 am - 5:00 pm, Monday to Friday. Occasional flex time required for early morning or evening meetings or as needed. Work Site: Hybrid (telework and on-site at 2155, Guy) 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!

To learn more about our benefits, please visit 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, View email address on ca.edajobs.com