Administrative Assistant

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Position Summary:

Reporting to the Director of Administration of the new research initiative, "DNA to RNA: An Inclusive Canadian Approach to Genomic-based RNA Therapeutics " (D2R), the Administrative Assistant provides administrative support and contributes to the smooth and efficient operations of the D2R support office. The Administrative Assistant also supports the D2R scientific leadership including the Chief Science Officer (CSO), Scientific Director and Associate Scientific Directors, as needed. This position works closely with other D2R staff and liaises with staff in the Office of the Vice-Principal (Research and Innovation) as deemed relevant.

Primary Responsibilities:

• Responsible for providing a high level of organizational and administrative support to the Director of Administration such as planning, scheduling, and prioritizing meetings and administering calendars.
• Assist the CSO and Director of Administration in planning and organizing meetings for all D2R governance committees. This includes sending Outlook invites and emails to committee members and guests regarding time and location, setting the agenda, preparing supporting documents, taking notes at meetings and keeping track of action items.
• Responsible for administrative and logistical matters with respect to D2R meetings with both internal and external stakeholders. This includes setting up agenda files as necessary and collating other briefing materials that may be relevant.
• Responsible for identifying and maintaining a list of open agenda topics to bring forward to the appropriate meetings for discussion and decision, with the necessary supporting documentation.
• Follow up on numerous action items related to events and meetings, as directed.
• Process expenses in McGill systems and liaise with other offices as needed.
• Liaise with the building manager for matters related to the D2R office.
• Ensure that documents and correspondence are prepared in a timely fashion.
• Arrange and coordinate all travel and accommodation for D2R support office staff and guests in connection with D2R meetings, events, and other business.
• Process payments for research personnel, such as postdoctoral researchers, funded by D2R; liaise with their home departments’ administrative support, Finance, and HR.
• Assess and resolve administrative problems.
• Work in close collaboration and consultation with Office of the Vice-Principal (Research and Innovation) and other executive offices of the university to ensure that the CSO and Director of Administration receive briefings in a timely and comprehensive manner.  

Other Qualifying Skills and/or Abilities:

• Candidates with program, consortia and/or network management experience in the public, not-for-profit or private sector preferred.

• Function with an exceptional level of accuracy, strategic judgment, and efficiency.
• Excellent written and oral communication skills in French and English.
• Strong organizational skills, able to effectively prioritize a wide range of responsibilities.
• Ability to perform as a productive team member in the context of complex inter-related projects and teams.
• Meticulous in documenting follow-up actions regarding ongoing files.
• Experience overseeing and organizing projects.
• At ease in a PC environment using MS Word, Excel, PowerPoint, Adobe Acrobat, Outlook, Banner (FIS) and Minerva.

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.

DEC III 3 Years Related Experience /

(MUNACA Level H) $33.05 - $40.97

33.75 (Full time)

Director Administration

2025-11-18