Job Description

Please refer to the job aid for instructions on how to apply.If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).Position Summary:Reporting to the Chief of Staff of the Montreal Neurological Institute-Hospital (The Neuro) and CEO of the Tanenbaum Open Science Institute (TOSI), the Administrative Assistant is primarily responsible for providing effective organizational, planning, administrative, and proactive support to the manager. Main responsibilities include:Manage and determine priorities related to the schedule of the manager.Anticipate the needs and proactively plans and secures information to ensure that the manager is adequately prepared in advance of commitments and have all information and documentation required to operate effectively. This includes information on priorities, logistics, invitations, materials, minutes, agendas, briefing documents and speaking notes.Liaise with colleagues internal and external to The Neuro and leverages the ability to influence people to provide required information in a timely fashion.Liaise with all TOSI personnel and stakeholders to ensure a professional and robust administrative flow.Ensure the financial administration of TOSI projects and programs and ensure compliance with planned budgetReport regularly on progress to TOSIs CEOSupport the delivery of several programs and initiatives under the leadership of the Open Science Grassroots Committee, including outreach programs for students and researchers, incentives initiatives (Open science Prize, etc.), outreach activities with patient groups, etc.Participate actively in the organization of Open Science related events, including the Annual SymposiumAssess and resolve administrative problems. When appropriate, informs the supervisor and formulates recommendations.Act as official back-up for the Director\xe2\x80\x99s Executive Assistant. Be an active member of the Office of the Director at The Neuro.Handle multiple requests and ensure urgent matters are addressed in priority.Resolve a variety of sensitive, confidential and time-critical matters.Arrange and prepare all travel and accommodation arrangements to national and international destinations in connection with university business, conferences, relationship building related to government and business activities.Serve as liaison and attends meetings on special projects and events.Plan and host visits from local, national and international partners.Process expense reports, purchase requisitions, travel advancesOther Qualifying Skills and/or AbilitiesAt least five (5) years of experience as Administrative Assistant supporting senior management in a complex organization.Proven experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective relationships.Flexibility to adapt to tight deadlines, frequent changes and demands.Ability to take minutes at meetings and follow up with action items in a timely manner.Proven experience with management of complex, multi-faceted agendasMust be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities.Ability to perform under pressure and carry out simultaneous projects. Demonstrated ability in identifying and implementing process improvements.Strong skills in Microsoft Suite (Word, Excel, Outlook, PowerPoint) programs.Strong verbal and written communications skills, English and French, spoken and written.Demonstrated problem-solving and organizational skills, as well as resourcefulnessConfidentiality. Professionalism. Autonomous. Reliable. Team player.Hybrid work model\xe2\x80\x8b\xe2\x80\x9cKnowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.\xe2\x80\x9dMinimum Education and Experience: DEC III 3 Years Related Experience /Hourly Salary: (MUNACA Level H) $33.05 - $40.97Hours per Week: 33.75 (Full time)Supervisor: Academic AssociatePosition End Date (If applicable): 2025-06-23Deadline to Apply: 2024-06-11McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, .

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