Executive Assistant to Executive Director and Chief Scientific Officer

About the role

The Research Institute of the McGill University Health Centre is seeking a proactive Executive Assistant to support the Executive Director and Chief Scientific Officer. This role provides high‑level administrative and operational support, acting as a trusted partner to ensure smooth daily operations within a fast‑moving biomedical research environment.

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, ensuring professional and timely communication.
• Oversee day‑to‑day executive office functions, including inbox and call management, invoice processing, account monitoring, and maintenance of confidential records.
• Supervise administrative support staff and drive initiatives to completion, escalating issues when necessary.
• Track action items from senior leadership and governance meetings, prepare agendas and materials, and coordinate follow‑ups.
• Organise and coordinate Board and executive meetings, including preparation of agendas, minutes, and supporting documentation.
• Conduct web‑based research and leverage AI and productivity tools to enhance efficiency.

Required profile

• Highly organized, proactive, and able to exercise sound judgment and discretion.
• Strong autonomy and accountability with the ability to anticipate and resolve issues independently.
• Excellent interpersonal skills to foster effective relationships with internal and external partners.
• Professional demeanor with a high degree of confidentiality.
• Experience supervising administrative staff and managing executive‑level priorities.

Required skills

• Proficiency with AI productivity tools.