Administrative Assistant

About the organization

The Research Institute of the McGill University Health Centre (RI-MUHC) is a highly regarded biomedical and hospital research centre in Montreal, Quebec. As the research division of the McGill University Health Centre and an organization affiliated with McGill University’s Faculty of Medicine, it is supported in part by the Fonds de recherche du Québec - Santé (FRQS). The institute is focused on scientific discovery and innovation in patient-centered medicine.

Role summary

For the CHAL research program, the selected candidate will provide administrative assistance to Dr. Nadia Giannetti, working under her supervision and direction.

Core duties

The position involves a broad range of office and coordination responsibilities, including calendar management, correspondence handling, meeting support, document preparation, travel coordination, and confidential administrative follow-up.

• Organize schedules and manage appointments.
• Handle inbound and outbound communications such as phone calls, emails, mail, and internal messages, including message-taking and replies to routine questions.
• Sort and prioritize correspondence, then respond when appropriate.
• Review requests, collect the needed information, take action, and help determine the urgency or significance of each matter.
• Serve as the initial contact for internal and external stakeholders across the institute.
• Arrange meetings, prepare agendas and supporting materials, record minutes, and track follow-up items.
• Draft, edit, and format letters, communications, reports, charts, and graphs for different audiences.
• Prepare correspondence and other complex documents.
• Compile information from multiple sources, create analytical reports, and support presentation preparation.
• Reserve conference rooms and audiovisual equipment.
• Coordinate travel arrangements and organize events.
• Track deadlines and monitor agreements.
• Support complex administrative processes and requests.
• Assist with purchasing, recurring expense tracking, and budget-related tasks.
• Carry out secretarial work, maintain filing systems, and manage confidential records.
• Perform other related duties as assigned.

Performance expectations

The institute is looking for someone with strong coordination skills, solid judgment, and the ability to stay composed in a busy environment. The role calls for discretion, flexibility, clear writing in French and English, and the capacity to work both independently and collaboratively.

• Show strong interpersonal ability and excellent organization.
• Work proactively, handle pressure well, juggle multiple tasks, and stay on top of deadlines and priorities.
• Use strong analytical thinking and attention to detail.
• Maintain confidentiality and apply discretion, tact, diplomacy, and good judgment.
• Respond quickly and effectively to requests.
• Be self-motivated and able to contribute independently or as part of a team.
• Take a solution-oriented approach and identify practical fixes.
• Write clearly in both French and English, especially for correspondence and communications.

Education and experience

A Diploma of College Studies (DEC) is required. The role also calls for at least five years of general work experience and knowledge in related office functions.

Language requirements

Advanced oral and written French is mandatory. Intermediate oral and written English is also required because the role involves regular and complex interactions with researchers or international students who communicate only in English.

Work arrangement

This is a temporary part-time position of 14 hours per week. The schedule is described as other or part-time, and the role requires being in the office two days per week. The work location is the Glen Site, 1001 Decarie Blvd., Montreal.

Compensation and benefits

Pay is aligned with education and work experience. Benefits include three paid sick days per year, with up to one personal day included, membership in the RREGOP government pension plan, vacation calculated on a pro-rata basis according to salary percentage, and an additional 5.3% of gross earnings paid in lieu of statutory holidays.

Application note

If you choose to add a cover letter, it must be submitted together with your resume in a single document.

Equal opportunity and inclusion

The Research Institute of the McGill University Health Centre hires based on merit and is committed to equity, diversity, and inclusion. Applications are encouraged from qualified candidates who identify as members of racialized groups or visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and 2SLGBTQIA+ persons. Candidates who can positively engage with diverse communities are also welcomed. Applicants with disabilities who may need accommodation during any stage of the process may confidentially contact research.talent@muhc.mcgill.ca.

Important note

This is not a hospital position.