Administrative Assistant

Description:

The Research Institute of the McGill University Health Centre (RI-MUHC) — a globally recognized leader in biomedical and hospital-based research affiliated with McGill University’s Faculty of Medicine — is seeking a highly organized and motivated Administrative Assistant to support the Women’s Health Research Unit under the supervision of Dr. Lucy Gilbert.

This role is integral to ensuring the efficient coordination of both clinical and academic activities within the unit. The selected candidate will provide comprehensive administrative assistance to faculty, researchers, and medical trainees while maintaining a professional and organized environment that supports innovation in women’s health research.

Key Responsibilities:

• Manage calendars and coordinate appointments for clinical and academic staff, ensuring efficient time allocation and scheduling.

• Receive, screen, and respond to telephone calls and email inquiries promptly and professionally.

• Organize and coordinate meetings and events — including scheduling, preparing agendas, distributing materials, arranging audiovisual support, and recording and transcribing meeting minutes.

• Draft, edit, translate (when necessary), and proofread a range of documents including correspondence, reports, meeting notes, presentations, and internal communications.

• Maintain and update accurate contact lists, staff directories, and communication distribution lists.

• Perform general administrative duties, including ordering supplies, submitting service requests, and organizing physical and digital files.

• Liaise with internal departments such as IT, HR, Academic Services, and Finance to ensure smooth administrative operations.

• Support onboarding and scheduling for medical learners (residents, fellows, students, and observers), ensuring proper documentation and credential registration.

• Prepare and maintain clinical service schedules (ROTA), including the ODC and RECO rosters, and manage updates in PETAL MD related to absences and coverage.

• Assist in maintaining updated CVs and publication lists for faculty to meet academic and institutional reporting requirements.

• Perform other related duties as needed to ensure the effective operation of the research and clinical programs.

Required Skills and Qualifications:

• Education: Diploma of College Studies (DEC) in Office Systems Technology or a related field.

• Experience: 1–2 years of relevant administrative experience.

• Languages: Excellent written and verbal communication in English and French.

• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Microsoft Teams, and Zoom.

• Key Competencies:

  • Strong organizational and time-management skills.

  • Ability to manage multiple tasks in a fast-paced environment.

  • Discretion in handling sensitive or confidential information.

  • Detail-oriented with accuracy in scheduling and documentation.

  • Proactive and solution-oriented approach.

  • Ability to work independently and collaboratively within a multidisciplinary team.

Compensation and Benefits:

• Annual salary between CAD 41,550.60 and CAD 62,353.20, based on experience.

• Four weeks of vacation, increasing to a fifth week after five years.

• 12 paid personal or family leave days annually.

• 13 paid statutory holidays.

• Modular group insurance plan (including gender affirmation coverage) and telemedicine services.

• Enrollment in RREGOP, a defined benefit government pension plan.

• Access to professional development and training programs.

• Child care centers, corporate discounts (OPUS & Perkopolis), and employee recognition programs.

• Competitive monthly parking and flexible work options.

Additional Information:

• Status: Temporary, full-time (35 hours/week)

• Shift: Monday–Friday, 8:00 a.m.–4:00 p.m.

• Site: GLEN Site, 1001 boul. Decarie, Montreal, QC

• Website: https://rimuhc.ca/en

Please note: This is not a hospital position.

Equal Opportunity Employment:

RI-MUHC is committed to equity, diversity, and inclusion and encourages applications from women, visible minorities, Indigenous peoples, persons with disabilities, ethnic minorities, and 2SLGBTQIA+ individuals. Applicants with disabilities who may require accommodations during the selection process are invited to contact the HR department confidentially.