Administrative Assistant

McGill University • Sherbrooke, QC

9d • Hybrid

About The Position

Under the general supervision of the Administrative Supervisor, this role provides administrative and operational support to the Office of Investments. The position supports investment operations, committee governance, reporting activities, and office coordination, ensuring efficient daily operations.

Requirements

• Minimum of three to five years of relevant administrative or operational experience, preferably in an investment, finance, or institutional environment
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• High attention to detail and accuracy in handling financial and administrative information
• Excellent written and verbal communication skills in English and French
• Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint
• Ability to handle confidential information with discretion and professionalism
• Strong interpersonal skills and ability to work collaboratively with internal and external stakeholders
• Proactive mindset with sound judgment and problem solving skills
• DEC III
• 3 Years Related Experience
• 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.

Nice To Haves

• Experience with SharePoint and financial or reporting systems is an asset

Responsibilities

• Support the coordination and smooth functioning of the Office of Investments, identifying and resolving issues and escalating as appropriate.
• Assist in the preparation of materials, reports, and presentations for Board subcommittees and pension committees, including the Investment Committee, CSSR, Finance and Infrastructure Committee, and the Pension Investment and Pension Administration Committees.
• Coordinate Pension Investment Committee meetings, including scheduling, agenda preparation, documentation review, and meeting logistics.
• Support the administration of the donor annuity program, including coordination with internal stakeholders, financial institutions, and regulatory bodies.
• Assist in the administration and monitoring of the Endowment budget.
• Maintain and track compliance documentation related to foreign tax exemptions and reporting requirements.
• Maintain databases and records related to investment managers, reporting, and secure access to online portals.
• Triage in coming communications and ensure proper filing of investment reports, financial statements, and transaction documentation.
• Provide support for transactions related to student managed investment funds and donations of securities.
• Coordinate meetings and events, including scheduling, logistics, and catering arrangements.
• Assist with travel arrangements in accordance with University policies.
• Support procurement of office equipment and supplies.
• Assist in the preparation and distribution of annual and periodic reports.
• Follow up with investment managers on reporting requirements and maintain organized records.
• Maintain physical and electronic records of key legal documents.
• Process invoices and support administrative tracking for committee activities.
• Support audit activities, including documentation and confirmations.
• Maintain and update internal platforms, including SharePoint and website content.
• Assist with international tax reclaims and related administrative processes.
• Prepare accounting entries related to donations, distributions, and other specific funds.
• Support onboarding and offboarding processes for staff within the department.
• Respond to general inquiries and provide administrative support to internal and external stakeholders.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees