Job Administrative Assistant in Montreal
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Position Summary:
Reporting to the Associate Director, Administration the incumbent is responsible for providing a high-level of organizational, planning and administrative support to the Vice-Principal. In managing the complex schedules and priorities of this stakeholder, the incumbent will function with an exceptional level of accuracy, strategic judgement, proactivity, autonomy, confidentiality, and efficiency. This role supports the VP in managing significant change and requires shuffling of priorities and an ability to efficiently deal with ambiguity and spontaneous ad-hoc requests to ensure the effective use of the VPs time and efficient functioning of the Office.
Primary Responsibilities:
- Directly supervise a team of administrative support staff and verify work assignments.
- Plan, develop and oversee the implementation of administrative procedures, standards, practices and systems supporting the administration and operations of various initiatives within the Office.
- Ensure administrative processes and procedures are well documented and updated;
- Oversee the planning of large meetings, conferences, special events;
- Ensure website upkeep, writing updates and uploading important and relevant content or overseeing these activities;
- Responsible for planning and managing the calendars of the Vice-Principal (VP) to optimize the use of his time during an extended workday.
- Understand and prioritize the multiple issues and files that the Vice-Principal, and executive team are involved with, works autonomously to make time-sensitive and proactive judgments about sensitive and time-critical matters, delegating to Office staff or other offices as appropriate and monitoring the outcome and follows-up.
- Ensure that the Vice-Principal’s briefing files for daily meetings and events, including background notes, speaking notes, schedule of events, and biographical materials are accurate, comprehensive, and received in a timely manner. Agendas and other supporting documents are also provided to the assigned resource person, or other internal or external stakeholders (including government officials).
- Oversee administrative and logistical matters with respect to the Vice-Principal’s meetings with both internal and external stakeholders, including university colleagues and senior government officials.
- Follow up, independently and to completion, on numerous action items related to inquiries, meetings and events.
- Manage the flow of information that the Vice-Principal receives. On a constant basis, identifies dossiers that must be brought forward to the Vice-Principal and/or Senior Director and/or the Associate Director immediately (including matters related to security, safety, and media relations), responding and prioritizing internal inquiries from other University offices as well as external inquiries, monitoring replies and following up.
- On behalf of the Vice-Principal, prepare, review and edit non-routine correspondence including letters, briefing notes, memos or agendas addressed to internal or external stakeholders, in both French and English.
- Oversee the scheduling of all travel and accommodations for University business for both the VP, including expense reports and fund reconciliations.
- Responsible for reviewing expense reimbursement claims and managing approval requests for vacation and absence of the VP’s executive team.
- Takes minutes at meetings and ensures follow-ups.
Other Qualifying Skills and/or Abilities
Demonstrated experience supporting stakeholders in high level strategic roles. Demonstrated ability to effectively plan, organize work, prioritize, and delegate when necessary. Excellent interpersonal skills necessary to establish and maintain effective working relationships with key stakeholders at all levels. Client-focused with strong problem-solving and analytical skills with demonstrated ability to deal with often ambiguous situations autonomously. Ability to multi-task in a fast-paced, rapidly evolving environment. Strong attention to detail and accuracy for written correspondence and document preparation and review Ability to manage and respect competing deadlines and to adapt to Advanced skills using the Microsoft Office suite. Fluently bilingual, English and French, spoken and written.
Minimum Education and Experience:
Annual Salary:
Hours per Week:
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,
accessibilityrequest.hr@mcgill.ca
.About McGill University
CEO: Suzanne Fortier
Revenue: $2 to $5 billion (USD)
Size: 5001 to 10000 Employees
Type: College / University
Website: www.mcgill.ca
Year Founded: 1821
