Executive Assistant

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!

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
Department / Research Program: Child Health and Human Development

Under the direct supervision of the Director of Operations the incumbent provides administrative support to the CHILD-BRIGHT Network Central Office committees working groups and leadership.

This one-year maternity leave replacement supports the Networks day-to-day administration including meeting coordination communications documentation management operational follow-up and occasional support for reports presentations events and travel.

The role also provides defined administrative support for implementation science-related research projects working in support of the Implementation Science Postdoctoral Fellow and program leadership. It does not require implementation science expertise project management training or independent research responsibilities.

General Duties
Central Office Administration
Coordinates meetings at the network committee and leadership levels including scheduling agenda preparation supporting materials meeting logistics and follow-up activities.
Uses AI-assisted tools to support meeting summaries and action tracking and reviews AI-generated materials for completeness accuracy appropriate tone and required follow-up.
Manages incoming and outgoing administrative communications including emails correspondence and routine inquiries.
Exercises sound judgement within established processes and appropriately escalates complex confidential or time-sensitive administrative matters.
Provides administrative and coordination support for network-wide initiatives committees and activities including logistical and documentation support as required.
Acts as a first point of contact and liaises with Network members partners community members external organizations and RI-MUHC administrative offices.
Supports the navigation and application of RI-MUHC administrative processes procedures and policies.
Drafts formats and manages correspondence meeting materials and other operational documents including confidential and sensitive administrative information assists occasionally with reports and presentations.
Compiles and organizes information from various sources for summaries background materials and administrative follow-up.
Maintains and organizes Network documentation records filing systems and shared digital workspaces.
Assists occasionally with travel arrangements event logistics and meeting accommodations.
Tracks deadlines commitments action items and administrative follow-up activities.
Assists with routine technology and software issues and coordinates additional support when required.
Works with Microsoft 365 collaboration platforms and AI-assisted workplace tools to improve administrative efficiency information organization and document quality.
Assists with identifying and implementing practical administrative and operational process improvements.
Performs other related administrative duties as assigned.

Implementation Science Program Support
In support of the Networks implementation science activities and working with the Implementation Science Postdoctoral Fellow and program leadership the incumbent:
Coordinates logistics for implementation science-related program and working meetings including scheduling agenda preparation supporting materials and follow-up activities.
Maintains project records documentation contact lists and shared resources related to implementation science activities and research projects.
Assists with the collection organization and tracking of project updates reporting information and routine communications.
Assists with the collection and organization of information required for project updates implementation planning activities annual reporting and routine documentation requirements.
Supports implementation science project teams and program leadership through administrative coordination and follow-up activities.
Provides administrative support that contributes to continuity during staff leaves and program transitions.

Standards of performance
Excellent organizational interpersonal and communication skills.
Demonstrated ability to manage multiple responsibilities deadlines and competing priorities in a dynamic environment.
Strong attention to detail and commitment to accuracy.
Ability to exercise discretion maintain confidentiality and demonstrate sound judgement.
Ability to work independently and collaboratively with diverse colleagues and partners.
Experience coordinating meetings committees events or multi-partner activities.
Experience maintaining records tracking action items and supporting reporting activities.
Strong proficiency with Microsoft 365 applications including Outlook Teams Word Excel PowerPoint and SharePoint.
Comfort learning and using collaboration software and AI-assisted workplace tools to support administrative efficiency document management meeting coordination and information organization.
Experience in healthcare research academic non-profit or network-based environments is considered an asset.

/ Experience

Education: Diplome of College Studies (DEC)
Field of Study: Administration Business Administration Communications Public Administration Health Administration
Other education considered an asset for this position: A bachelors degree or equivalent combination of education and relevant experience.

Work Experience: Minimum of five (5) years of related administrative experience.

This position requires an advanced knowledge of written French.
An intermediate knowledge of oral and written English is required as the position requires regular contact as well as processing specific information with researchers or international students who are exclusively proficient in English.

Status: Temporary full time (35-hour workweek)
Pay Scale: Commensurate with education and experience
Work Shift: Monday to Friday 9:00am to 5:00pm
Work Site: 5252 de Maisonneuve Blvd.
This position offers the possibility of a hybrid work arrangement (on-site and remote).
Additional specifications:
- One-year maternity leave replacement contract.
- Flexible work arrangements may be considered subject to RI-MUHC policies and operational requirements.
- Occasional in-person participation in meetings events or administrative activities in Montreal may be requested where practical. The Network welcomes applications from strong candidates regardless of location.
- Work is generally carried out during regular business hours with flexibility based on operational needs.
- Compensation will be commensurate with education and experience and confirmed through the RI-MUHC classification process.

***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!



learn more about our benefits please visit IS NOT A HOSPITAL POSITION.

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