Job description
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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 budget
- Report regularly on progress to TOSIs CEO
- Support 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 Symposium
- Assess and resolve administrative problems. When appropriate, informs the supervisor and formulates recommendations.
- Act as official back-up for the Director’s 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 advances
Other Qualifying Skills and/or Abilities
- At least five (5) years of experience as Administrative Assistant supporting senior management in a complex organization.
- 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.
- Bilingual English-French, spoken and written.
- Demonstrated problem-solving and organizational skills, as well as resourcefulness
- Confidentiality. Professionalism. Relationship-building abilities. Autonomous. Reliable. Team player.
- Hybrid work model
Please note this position is now a unionized position following the munaca pay scale, step 1: $32.08 per hour.
Minimum Education and Experience:
Annual Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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,
accessibilityrequest.hr@mcgill.ca
.
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