Administrative Assistant to Director, Montreal Neurological Institute

About the role

The Montreal Neurological Institute seeks a highly organized Administrator to support its Director. This position acts as the primary liaison for internal and external stakeholders, ensuring the Director’s schedule, communications, and documentation are managed efficiently.

Key responsibilities

• Maintain and coordinate the Director’s complex agenda, scheduling meetings and preparing agendas.
• Prepare and distribute meeting materials, briefing notes, and correspondence in advance of meetings.
• Attend meetings, take minutes, and follow up on action items to ensure timely resolution.
• Manage incoming requests, prioritize information flow, and advise the Director on communication strategies.
• Oversee internal and external committee coordination, including sensitive board matters.
• Maintain the Director’s CV, travel arrangements, expense reports, and related financial administration.
• Identify process improvements, recommend solutions, and implement administrative efficiencies.
• Support special projects, research compilation, and other ad‑hoc administrative duties.

Required profile

• Proven experience providing high‑level administrative support to senior executives.
• Excellent organizational skills with the ability to manage multiple priorities under tight deadlines.
• Strong written and verbal communication skills, capable of drafting professional documents.
• Discretion and professionalism when handling confidential and high‑profile information.
• Ability to anticipate needs, troubleshoot issues, and act independently.

Required skills

• Advanced proficiency in standard office software (e.g., word processing, spreadsheets, presentation tools).
• Effective minute‑taking and agenda‑preparation capabilities.
• Strong attention to detail and accuracy in documentation.
• Excellent customer‑service orientation for internal and external stakeholders.