Administrative Assistant

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Position Summary:

Provides administrative support and serves as the main contact for all issues related to scheduling, planning and implementing of key initiatives of the departmental leadership team specifically; The Chair, Associate Chair of Research, Associate Chair of Advancement and Finance, Associate Chair of Quality and Safety and Division Directors. Performs and/or organizes activities in support of the daily operation by ensuring that administrative services are carried out in accordance with established goals and objectives.

Primary Responsibilities:

• Administer and Organize programs, events and competitions under Chair, the Associate Chairs and McGill Division Directors
• Oversee the agenda for various departmental meetings chaired by the Departmental Chair and by members of the departmental leadership team. Ensure that meetings are scheduled in a timely manner, based on priorities
• Provides high-level customer service in response to all requests, ensuring that a reply is given in a timely fashion to all clients, despite the perceived urgency of the request
• Provides comprehensive follow-up and ensures no issues are left outstanding regarding correspondence, e-mails and requests. Anticipates difficulties, identifies problems, troubleshoots, develops procedures and ensures implementation of solutions
• Deals with sensitive documents in a confidential and discrete manner
• Plans special events and departmental activities for the unit(s)
• Organizes and attends meetings, preparing, collating and distributing documentation in advance, takes minutes and ensures timely and comprehensive follow-up on issues arising from meetings.
• Coordinates with other members of the support staff team.
• Process expense reports related to events by the Chair, Associate Chairs and Divisional Directors.
• Performs various other duties related to the administrative functioning of the Chair’s Office and the portfolios of the departmental leadership team

Other Qualifying Skills and/or Abilities:

Experience with processing expense reports, use of Minerva, and McGill Market Place. Experience with social media management Ability to work autonomously and as part of a team. Demonstrated organizational skills and ability to multi-task. Excellent attention to detail. Excellent judgment, tact and discretion. Experience working with executive leadership in a university setting. Demonstrated ability to clearly transmit and receive information on the phone or in person. Must be client focused and service oriented with a proven ability to listen speak with all client levels (internal and external). · Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other tech tools (survey monkey, Doodle, Copilot) etc. Bilingual in English and French.
As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

Hourly Salary:

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Supervisor:

Position End Date (If applicable):

Deadline to Apply:

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].