Executive Assistant to Executive Director & Chief Scientific Officer

About the role

The Research Institute of the McGill University Health Centre (RI‑MUHC) is seeking a proactive Executive Assistant to support the Executive Director and Chief Scientific Officer. This role provides high‑level administrative and operational assistance, acting as a trusted partner 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, call handling, invoice processing, and maintenance of confidential records.
• Organize Board and executive meetings, prepare agendas, minutes, and supporting materials.
• Track action items from senior leadership and governance meetings, coordinate follow‑ups, and ensure alignment on deliverables.
• Supervise administrative support staff and drive initiatives to completion, escalating issues when necessary.

Required profile

• Highly organized, proactive, and able to exercise sound judgment and discretion.
• Strong autonomy and accountability in a dynamic environment.
• Professional demeanor with excellent interpersonal skills.
• Ability to anticipate needs, resolve issues independently, and support executive priorities.
• Fluency in leveraging AI and productivity tools to enhance efficiency.

Required skills