Job Description

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Position Summary:
Reporting to the Vice-President (Global Engagement) the incumbent is responsible for providing a high level of organizational, planning, communication and administrative support to the Vice-President. Managing the Vice-President's complex time scheduling and priorities, the incumbent will manage information, organization and preparation of documents and correspondences in English and French, and will function with an exceptional level of accuracy, strategic judgement, independence, confidentiality and efficiency.
Primary Responsibilities:

• Responsible for planning and managing the calendar for the Vice-President, prioritizing meetings and making judgements regarding urgent and sensitive scheduling matters.
• Works independently or at the request of the Vice-President, resolves a variety of complex matters, and monitors outcome. Acts as advisor and follows up on anomalies and assesses and resolves administrative issues.
• Provides administrative support to the Vice-President in French and English, such as drafting communications to external stakeholders, minute taking and preparation of meeting agendas and documentation packages.
• Understands and prioritizes the multiple issues and files that the Vice-President and team are involved with and makes time-sensitive and proactive judgements about how these may be accommodated within a demanding schedule.
• Works in close collaboration and consultation with the offices of the President, Provost, and Vice-President University Advancement.
• Handles confidential files restricted to university senior leadership.
• Responsible for administrative and organizational matters with respect to meetings of the Vice-President and Director of the Global Engagement unit with both internal and external stakeholders including university colleagues and other partners.
• Makes arrangement for hosting of visitors and delegations.
• Manages a complex agenda for various meetings chaired by the Vice-President and the Director of the Global Engagement unit. Ensures that meetings are scheduled in a timely manner.
• Arranges and coordinates all business travel and accommodation (visa requirements and travel protocol) and submits their expense reports.
• Prepares and submits expense reports, reconciliates funds and p-card and tracks the budget spending.
• Manages the Faculty Mobility Grant applications/process.
• Manages the logistical onboarding and offboarding of Global Engagement team members.
• Supports logistic matters ensuring the continuity of the Vice-President's scholarly activities (conference travel, research personnel contracts and stipends).

Other Qualifying Skills and/or Abilities
Ability to work in a high-paced, complex, and dynamic environment. Experience in managing complex schedules and shifting priorities.
Ability to establish and maintain effective working relationships with both internal and external stakeholders.
Sound judgment and ability to take initiative, think creatively and handle stressful situations with tact, diplomacy, and resourcefulness.
Proven ability to work autonomously and as part of a team.
Excellent organizational and time management skills and demonstrated ability to identify and implement process improvements.
Meticulous in documenting and monitoring follow-up actions regarding ongoing files.
Excellent communication skills in French and English, spoken and written. Knowledge of tasks such as processing invoices, and expense reports. Ability to work in a PC environment using MS Office (Teams, Word, Excel, Power Point & Outlook), Minerva, Workday.
As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of 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.
For a definition of our language proficiency levels, please click .
Minimum Education and Experience: DEC III 3 Years Related Experience /
Annual Salary: (MPEX Grade 03) $61,990.00 - $72,930.00 - $83,870.00
Job Profile: MPEX-ADM1A - General Administration - Professional 1 (Excluded)
Hours per Week: 33.75 (Full time)
Supervisor: Professor
Position End Date (If applicable):
Deadline to Apply: 2025-11-07
McGill 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, .

Skills Required