Administrative Assistant - Montréal, Canada - McGill University

McGill University

Verified Company

Montréal, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Please refer to the

job aid for instructions on how to apply.

Position Summary:

Located between McGill University's downtown campus and the Mount Royal, the Royal Victoria Hospital (RVH) opened its doors in 1893.

Since 2015, in close collaboration with the Government of Quebec, McGill University has been working on a new pavilion of 50,000m2 on the former RVH site, following the relocation of the McGill University Health Centre (MUHC) to the Glen Site.

Phased over several years, this major redevelopment project is intended to be structuring for both the Montreal area and for the historic and natural borough of Mount Royal.

The project is anticipated to be completed by the fall of 2027."

Under the direction of the Director Planning and Development McGill RVH project, provides planning, organizational, communications and administrative responsibilities in support of the McGill RVH Pavilion Project.

Provides a liaison function with project professionals and stakeholders. Understands the importance of building and maintaining relationships across the organization and with external stakeholders.

Assists with the development and planning of meetings, town halls and other events for the Director Planning and Development as well as the Associate Director of Planning and Development of the McGill RVH pavilion.

Participates in special projects as required.

Primary Responsibilities:

Performs and organizes activities to support the daily operations of the Director.
Responsible for administrative and organizational matters with respect to the Director's meetings with both internal and external stakeholders, including university colleagues, government officials, and other partners.
Understands and prioritizes the multiple issues and files that the Director is involved with and makes time sensitive and proactive judgements about how these may be accommodated within a demanding schedule.
Works closely with the Office of the Executive Director Royal Victoria Redevelopment Project and other offices as appropriate to ensure that the Director is properly briefed and prepared for all project related committee meetings.
Compiles documents and information required for meetings. Assess and resolve administrative problems related to the Director of Planning and Development's schedule. When appropriate, informs the Director and formulate recommendations. Reviews, prioritizes, tracks and follows up on documents for Director's signature. Maintains a high level of accountability and a high degree of discretion and confidentiality.
Assists with the development and planning of meetings for the Associate Director of Planning and Development, special events and meetings such as Town Hall, and Administrative forums. This includes organizing agenda, presentations, administering all logistics, communications and resolving logístical/technical issues. Responsible for follow up activities, for instance; meeting minutes/notes, surveys, documents, etc.
Follows up, independently and to completion, on numerous action items related to events, meetings and inquiries. Ensures that documents and correspondence are prepared in a timely fashion.
Develops and implements procedures, controls and record keeping systems for the office.
Arranges and coordinates all travel and accommodation to national and international destinations in connection with university business, conferences, relationship building related to government and business activities.
Develops and maintains effective relationships with offices across the university and within the external community.
Assists in the preparation of reports, presentations and other documents required.
Provides support for projects and special assignments as required.

Other Qualifying Skills and/or Abilities

DEC III in Secretarial Sciences or Administrative Techniques preferred. Motivated self-starter with an ability to work autonomously with mínimal supervision as well as within a team. Demonstrated organizational skills with an ability to prioritize multi-task and meet multiple deadlines and shifting priorities.

Accuracy and attention to detail as it pertains to drafting correspondence, carrying out financial transactions, analyzing data and preparing documents.

Sound judgement and a high level of discretion and confidentiality when dealing with highly sensitive matters. Completely proficient with Microsoft Office and ability to learn new systems as required.

Superior communication skills in both English & French (spoken, written and read) in order to work collaboratively and efficiently with colleagues of all levels throughout the University and external partners (MEES, SQI and City of Montreal).