Executive Assistant to Executive Director & Chief Scientific Officer

About the role

The Research Institute of the McGill University Health Centre (RI-MUHC) seeks a proactive Executive Assistant to support the Executive Director and Chief Scientific Officer. This role blends high‑level administrative duties with research‑focused coordination, ensuring smooth daily operations for senior leadership.

Key responsibilities

• Manage complex calendars across time zones, prioritize meetings, and coordinate travel and expense reporting.
• Serve as primary liaison between executive leadership, internal teams, and external stakeholders, maintaining professional and diplomatic communication.
• Oversee day‑to‑day executive office functions, including inbox and call management, invoice processing, confidential record keeping, and electronic filing.
• Track action items from senior leadership and governance meetings, prepare agendas and materials, and ensure alignment on key deliverables.
• Organize Board and executive meetings, including agenda preparation, minutes, and follow‑up actions.
• Supervise administrative support staff, providing guidance and performance oversight.

Required profile

• Highly organized with strong judgment, discretion, and the ability to work autonomously.
• Excellent written and verbal communication skills.
• Experience supporting senior executives in a fast‑paced, research‑oriented environment.
• Ability to anticipate needs, resolve issues proactively, and drive initiatives to completion.

Required skills

• Proficiency with AI‑enhanced productivity tools and standard office software.
• Strong calendar and travel management capabilities.
• Effective stakeholder liaison and relationship‑building skills.