Administrative Assistant

Do you want to work for a world-renowned research institute that pushes the boundaries of biomedical science and health research? Right here in Montreal! At the Research Institute of the McGill University Health Centre (RI-MUHC), you can be part of an organization focused on scientific discovery and innovation in patient-centered medicine. Join us today and make a difference! Job Description RESEARCH INSTITUTE OF THE MUHC The Research Institute of the McGill University Health Centre (RI-MUHC) is a world-renowned biomedical and hospital research centre. Located in Montreal, Quebec, the Institute is the research arm of the McGill University Health Centre (MUHC) affiliated with the Faculty of Medicine at McGill University. The RI-MUHC is supported in part by the Fonds de recherche du Québec - Santé (FRQS). Position summary Department / Research Program: Child Health and Human Development Under the direct supervision of the Director of Operations, the incumbent provides administrative support to the CHILD-BRIGHT Network Central Office, committees, working groups, and leadership. This one-year maternity leave replacement supports the Network's day-to-day administration, including meeting coordination, communications, documentation management, operational follow-up, and occasional support for reports, presentations, events, and travel. The role also provides defined administrative support for implementation science-related research projects, working in support of the Implementation Science Postdoctoral Fellow and program leadership. It does not require implementation science expertise, project management training, or independent research responsibilities. General Duties Central Office Administration • Coordinates meetings at the network, committee, and leadership levels, including scheduling, agenda preparation, supporting materials, meeting logistics, and follow-up activities. • Uses AI-assisted tools to support meeting summaries and action tracking, and reviews AI-generated materials for completeness, accuracy, appropriate tone, and required follow-up. • Manages incoming and outgoing administrative communications, including emails, correspondence, and routine inquiries. • Exercises sound judgement within established processes and appropriately escalates complex, confidential, or time-sensitive administrative matters. • Provides administrative and coordination support for network-wide initiatives, committees, and activities, including logistical and documentation support as required. • Acts as a first point of contact and liaises with Network members, partners, community members, external organizations, and RI-MUHC administrative offices. • Supports the navigation and application of RI-MUHC administrative processes, procedures, and policies. • Drafts, formats, and manages correspondence, meeting materials, and other operational documents, including confidential and sensitive administrative information, assists occasionally with reports and presentations. • Compiles and organizes information from various sources for summaries, background materials, and administrative follow-up. • Maintains and organizes Network documentation, records, filing systems, and shared digital workspaces. • Assists occasionally with travel arrangements, event logistics, and meeting accommodations. • Tracks deadlines, commitments, action items, and administrative follow-up activities. • Assists with routine technology and software issues and coordinates additional support when required. • Works with Microsoft 365, collaboration platforms, and AI-assisted workplace tools to improve administrative efficiency, information organization, and document quality. • Assists with identifying and implementing practical administrative and operational process improvements. • Performs other related administrative duties as assigned. Implementation Science Program Support In support of the Network's implementation science activities, and working with the Implementation Science Postdoctoral Fellow and program leadership, the incumbent: • Coordinates logistics for implementation science-related program and working meetings, including scheduling, agenda preparation, supporting materials, and follow-up activities. • Maintains project records, documentation, contact lists, and shared resources related to implementation science activities and research projects. • Assists with the collection, organization, and tracking of project updates, reporting information, and routine communications. • Assists with the collection and organization of information required for project updates, implementation planning activities, annual reporting, and routine documentation requirements. • Supports implementation science project teams and program leadership through administrative coordination and follow-up activities. • Provides administrative support that contributes to continuity during staff leaves and program transitions. Standards of performance • Excellent organizational, interpersonal, and communication skills. • Demonstrated ability to manage multiple responsibilities, deadlines, and competing priorities in a dynamic environment. • Strong attention to detail and commitment to accuracy. • Ability to exercise discretion, maintain confidentiality, and demonstrate sound judgement. • Ability to work independently and collaboratively with diverse colleagues and partners. • Experience coordinating meetings, committees, events, or multi-partner activities. • Experience maintaining records, tracking action items, and supporting reporting activities. • Strong proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint. • Comfort learning and using collaboration software and AI-assisted workplace tools to support administrative efficiency, document management, meeting coordination, and information organization. • Experience in healthcare, research, academic, non-profit, or network-based environments is considered an asset. Website of the organization https://rimuhc.ca/en Education / Experience Education: Diplome of College Studies (DEC) Field of Study: Administration, Business Administration, Communications, Public Administration, Health Administration Other education considered an asset for this position: A bachelor degree or equivalent combination of education and relevant experience. Work Experience: Minimum of five (2) years of related administrative experience. Required Skills • This position requires an advanced knowledge of written French. • An intermediate knowledge of oral and written English is required, as the position requires regular contact, as well as processing specific information, with researchers or international students who are exclusively proficient in English. Additional information Status: Temporary, full time (35-hour workweek) Pay Scale: Commensurate with education and experience Work Shift: Monday to Friday 9:00am to 5:00pm Work Site: 5252 de Maisonneuve Blvd. ☒ This position offers the possibility of a hybrid work arrangement (on-site and remote). Additional specifications: One-year maternity leave replacement contract. Flexible work arrangements may be considered, subject to RI-MUHC policies and operational requirements. Occasional in-person participation in meetings, events, or administrative activities in Montreal may be requested where practical. The Network welcomes applications from strong candidates regardless of location. Work is generally carried out during regular business hours, with flexibility based on operational needs. Compensation will be commensurate with education and experience and confirmed through the RI-MUHC classification process. *** If you wish to include a cover letter, please attach it with your resume in one document. *** Why work with us? • 4-week vacation, 5th week after 5 years, • Bank of 12 paid days (personal days and days for sicknes