Executive Assistant to the Senior Management

About the IRCM

The Montreal Clinical Research Institute (IRCM) is a world-class biomedical research center that puts science to work for health. The work of our teams contributes to major advances in research. We provide an environment where scientific rigor and collaboration drive the advancement of knowledge.

What you’ll love

• Contribute to work that has a tangible impact on health and research
• Thrive in a rigorous, collaborative, and supportive environment
• Take part in challenging projects and continuous improvement initiatives

Job Overview

The incumbent provides high-level strategic and administrative support to the President and Scientific Director, as well as to the Vice President of Development and Administration at the IRCM. Serving as a central hub for senior management, the incumbent ensures the smooth handling of matters, the alignment of priorities, and the coordination of executive activities with internal and external stakeholders. The position holder also ensures rigorous follow-up on decisions and the resulting actions. This pivotal role requires a high degree of autonomy, sound judgment, and the ability to adapt with agility in a complex institutional and scientific environment.

Responsibilities

• Proactively manage the schedule of the President and Scientific Director (PSD), including setting priorities and providing day-to-day oversight. This includes targeted support for his research laboratory (coordination, logistics, and alignment with scientific activities).
• Proactively manage the schedule of the Vice President of Development and Administration, including setting priorities and providing daily follow-up, as well as administrative and organizational support.
• Coordinate logistics for meetings and governing bodies (executive committee, scientific committees, etc.): planning, preparing documentation, drafting minutes, and following up on actions
• Serve as a central point of contact for executive-level matters by monitoring sensitive and strategic issues.
• Prepare, review, and distribute high-level communications (official letters, correspondence, executive documents).
• Coordinate the organization of institutional events and strategic meetings.
• Contribute to the organization of executive files and document management.
• Keep organizational information up to date, including organizational charts, distribution lists, and committee membership.

What You Bring to the Table

Essential Requirements

• DEC in office administration, general administration, or a related field.
• Significant experience in a role as an executive assistant or in senior management support.
• Excellent command of French and English, both spoken and written (professional-level writing skills).

Desired Skills

• Advanced proficiency with Microsoft Office applications, particularly Outlook.
• Facility with artificial intelligence tools used to optimize administrative processes.
• Proven ability to manage a complex schedule and prioritize tasks in a dynamic environment.
• Absolute attention to detail, keen political judgment, and strict adherence to confidentiality.
• High degree of autonomy, proactivity, and the ability to anticipate managers’ needs.
• Comfortable in a high-visibility role, interacting with a variety of stakeholders (management, researchers, partners).

Key Information

• Schedule: Full-time (35 hours/week)
• Position Type: Permanent
• Work Location: On-site, with availability and flexibility for occasional remote work as needed by management.
• Application Deadline: August 9, 2026

Benefits

• 20 days of vacation after one year
• 10 days of personal or sick leave
• Additional time off during the holiday season
• Defined-benefit pension plan (RREGOP)
• Group insurance
• Access to telemedicine for you and your family
• Employee Assistance Program (EAP)
• Facilities for cyclists (secure parking and showers)
• Accessible location in the heart of Montreal
• Collaborative and respectful work environment
• Opportunities for professional development

To learn more about the IRCM: https://www.ircm.qc.ca [https://www.ircm.qc.ca]

Selection Process

Selected candidates will be contacted for an interview. Background checks may be conducted depending on the nature of the position.

The IRCM values diversity, equity, and inclusion. We encourage applications from people of all backgrounds.

Accommodations may be provided upon request at any stage of the recruitment process. To request accommodations, please indicate this in the “Is there anything else you'd like to tell us about yourself?” section of the application form.

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