Executive Assistant to Executive Director and Chief Scientific Officer

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 seeking an organized and proactive Executive Assistant to support the Executive Director and Chief Scientific Officer through high-level administrative and research support. This position offers a unique opportunity to work at the intersection of cutting-edge biomedical research and executive leadership.

Position summary
Reporting to the Executive Director and Chief Scientific Officer (ED/CSO), the Executive Assistant serves as a trusted partner to the Executive Office, providing high-level administrative and operational support across executive and research priorities. As the primary point of contact, the incumbent exercises sound judgment and discretion, and proactively anticipates and resolves issues to ensure smooth daily operations.

The role includes supervision of an administrative support staff, agenda coordination, priority-setting, and liaison with internal and external stakeholders. Operating with a high degree of autonomy and accountability, the Executive Assistant drives initiatives to completion, escalating matters to the ED/CSO as appropriate. The position requires a high degree of professionalism, strong organizational skills in a dynamic environment, and fluency in leveraging AI and productivity tools to enhance efficiency and communications.

General Duties

Key Responsibilities:
• Provide high-level support while exercising sound judgment, discretion, autonomy, and accountability.
• Proactively resolve issues and advance priorities independently, engaging the ED/CSO when value-added.
• Act as the primary liaison between executive leadership, internal teams, and external stakeholders, fostering effective working relationships and ensuring professional, timely, and diplomatic communication.
• Manage administrative operations, including calendar management across time zones, prioritization of meetings based on business impact, meeting coordination, travel arrangements, and expense reporting and reimbursements.
• Oversee day-to-day executive office functions, including inbox and call management, invoice processing, account monitoring, maintenance of confidential records, shared electronic filing systems, and web-based research.
• Support the execution of leadership priorities and initiatives by tracking action items from senior leadership and governance meetings, coordinating follow-ups, preparing agendas and materials, and ensuring alignment across departments on key deliverables.
• Organize and coordinate Board and executive meetings, including preparation of agendas and minutes, follow-up on action items, and adherence to governance processes and standards.
• Prepare, edit, manage, and translate correspondence, presentations, reports, and briefing materials for internal and external audiences, including background research and synthesis of information from multiple sources.
• Organize and support special events (, town halls, retreats, speaker series, stakeholder events), both on-site and off-site, in collaboration with administrative assistant; oversee logistics, scheduling, catering, and event execution.
• Support project tracking, reporting, and documentation to enable informed and timely executive support decision-making.
• Partner with the Strategy Office and Communications team on event-related communications, including the development and dissemination of invitations, promotional materials, and alignment with institutional messaging and branding.
• Supervise administrative support member and conduct regular performance dialogues.
• Contribute to the continuous improvement of administrative processes and workflows within the Executive Office.
• Perform other related duties as assigned.

Website of the organization

Education / Experience

• Bachelor’s degree in Administration, Communications, or a related field, or an equivalent combination of education and relevant experience.
• Minimum of five (5) years of experience providing executive‑level administrative support to senior leaders in complex, large organizations; experience in healthcare, research, or academic environments is strongly preferred.

Required Skills

• Demonstrated experience supporting Board governance, including end‑to‑end coordination of Board and committee materials, agendas, minutes, and confidential documentation.
• Exceptional organizational, time management, and prioritization skills, with the ability to manage multiple competing priorities in a fast‑paced, dynamic environment.
• Strong written and verbal communication skills in both French and English, with high attention to detail and the ability to tailor communications to diverse audiences.
• An advanced knowledge of oral and written English is required, as the position requires to prepare, edit, and translate bilingual correspondences, presentations and reports for internal and external audiences, as well as regular and complex contact with researchers and international students who are exclusively proficient in English.
• Demonstrated ability to exercise discretion, manage confidential information, and apply sound professional judgment.
• Proven ability to work autonomously with minimal supervision, take initiative, and drive work forward independently in a solutions‑oriented manner.
• Advanced proficiency with Microsoft Office Suite, collaboration tools, and virtual meeting platforms.
• Proficiency with AI tools (ChatGPT, Co-pilot, Scribe, DeepL, etc.).
• Strong interpersonal skills, with a resourceful, adaptable, and collaborative approach.
• Experience supervising administrative support staff considered an asset.