Sr Admin Assistant Jobs in Quebec (NOW HIRING)

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Position Summary:
Responsible for administrative support of the Director of the Montreal Neurological Institute. Acts as liaison and representative of the Director, building close relationships and establishing credibility with high-profile internal and external clients. Deals directly with high-profile associates including the Ministers of Health and Education. Acts as an advisor to the Director on administrative and university policies and procedures.
Primary Responsibilities:

• Provides administrative support and acts as main contact for all issues related to schedule planning and the extensive commitments of the Director.
• Maintains the Director's complex agenda and all requests for meetings (prepares agenda).
• Ensures that all documentation is prepared in advance of the Director's meetings.
• Ensures the Director has all necessary details/information required for meetings.
• Ensures meetings are scheduled in a timely manner, based on priorities.
• Attends meetings and takes minutes.
• Assesses requests and independently determines how information should be disseminated.
• Provides follow-up and ensures no issues are left outstanding regarding the Director's correspondence, including emails and requests.
• Identifies problems, troubleshoots, and ensures implementation of solutions.
• Makes recommendations to the Director on how processes and correspondence can be best managed and implements solutions.
• Produces documents and correspondence on behalf of the Director.
• Gathers and compiles information as required.
• Determines priorities to ensure documentation is accurate, timely, and complete.
• Composes briefing notes and information documents (e.g., biographies for events/issues).
• Provides high-level customer service in response to all requests.
• Ensures timely responses to all clients, regardless of urgency.
• Adapts administrative processes to urgent, last-minute, frequent, and complex changes.
• Gathers and evaluates information on issues/topics for meetings; anticipates issues and requests.
• Briefs the Director on potential issues or concerns.
• Oversees coordination of internal and external committees for the Director, including sensitive and high-level board-related matters.
• Advises the Director on priorities to maximize time and commitments.
• Maintains the Director's CV and ensures it is kept up to date.
• Ensures effective administration of expenditure-relatedmatters (travel, expenses, invoices).
• Participates in special projects, including research and information compilation.
• Performs other related administrative support duties as required.

Other Qualifying Skills and/or Abilities

• At least five (5) years of experience as Administrative Assistant supporting senior management in a complex organization.
• Must be client-focused and service-oriented, and be able to liaise with all levels of staff, students, professors, and industry and governments officials 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 agendas
• Must 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 resourcefulness
• Confidentiality. Professionalism. Autonomous. Reliable. Team player.

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 here.