Administrative Assistant

The Administrative Assistant plays an essential role in the effective management of operations within their team. In close collaboration with the Director of Applied Research in Machine Learning and a team of experts in artificial intelligence, you will ensure optimal fluidity in carrying out administrative operations at the interface with other multidisciplinary teams.

The main objective of this team is to support companies in their innovation process by realizing proofs of concept based on machine learning.

The ideal candidate will go beyond simply performing administrative tasks by proactively contributing to monitoring and maintaining long-term relationships with Mila partners as well as key players in the AI ecosystem.

Your role also extends to building collaborative synergy both internally and with external partners. You will be a key player in maintaining a smooth and efficient operational dynamic, thus contributing significantly to the achievements and successes of our team dedicated to innovation and research in artificial intelligence.

Examples of duties and responsibilities

General Administrative Management

• Administer multiple calendars.
• Follow-up of administrative documents with clients.
• Answer questions regarding leave, benefits, etc.
• Monitoring of participation in conferences and training.
• Verification and correction of reimbursement requests.
• Continuous improvement of process format.
• Preliminary translation of documents in French or English.

Timesheet Management

• Create projects and tasks in the IT tool.
• Check and request corrections to timesheets each week.
• Validate requests and check the team's vacation balance.
• Coordination of Projects with external actors:
• Receiving consultation project requests
• Updating time reports

Coordination of Meetings

• Coordination of participants for meetings comprising several entities.
• Updating team planning documents.
• Management of presentation planning in the team.

Communication and Monitoring

• Sending and receiving talent dialogues.
• Sending and receiving requests to use texts for testimonials on our platforms.
• Verification of supporting documents for expense reports.

Events

• Organization of events such as Christmas dinner

Profile

Required Skills

• Excellent organizational and time management skills.
• Mastery of IT tools and administrative management software (Google Suite).
• Ability to work independently and in a team.
• Excellent communication skills, both written and oral.
• Attention to detail and ability to multitask.
• Ability to manage priorities and meet deadlines.
• Ability to carry out several tasks simultaneously.
• Ease of adaptation and learning in a context of continuous change.
• Meticulousness and attention to detail.
• Interpersonal skills that promote teamwork.
• Be bilingual, due to the interactions you will have as part of your job with some of our English-speaking partners, stakeholders, or members of our academic community.
• Two (2) years of relevant experience.

Benefits

Good reasons to work at Mila

• A flexible schedule of 35 hours per week (summer schedule of 32 hours);
• A workplace in the heart of Little Italy, in the trendy Mile-Ex district, close to public transportation;
• A possibility of teleworking;
• An annual leave policy offering 22 days of vacation upon hire;
• A complete group insurance program (health, dental, disability, life, health care account, travel insurance and additional benefits);
• An employee assistance program;
• Access to a telemedicine service;
• A retirement savings plan with employer contribution of up to 10% of salary;
• A team of experts in their field, passionate and exciting people;
• A collaborative and inclusive working atmosphere.

We want to know you

At Mila, diversity is important to us. We value a work environment that is fair, open and respectful of differences. We encourage anyone wishing to work in an ecosystem in continuous progress and stimulated to contribute to the application and definition of a healthy and inclusive culture, to apply.