remote

Indero•Montreal, QC

1d•Hybrid

About The Position

The Administrative / Executive Assistant will provide high-level administrative, operational and coordination support to our CEO. This role will involve managing a broad range of recurring administrative, scientific, clinical and corporate activities, including communications, calendar management, meetings, documentation, publications, compliance-related follow-ups, expense processes, committee coordination and MDRI-related administrative activities. The ideal candidate is highly organized, proactive, discreet, detail-oriented and comfortable managing multiple priorities in a professional and fast-paced environment.

Requirements

Diplôme d'études professionnelles en secrétariat
Minimum 5 ans d'expérience en soutien exécutif.
Expérience auprès d'un dirigeant ou d'un médecin spécialiste
Expérience pertinente en soutien administratif, exécutif ou coordination auprès de cadres, professionnels de la santé, médecins ou leaders scientifiques.
Excellente capacité d’organisation, de priorisation et de suivi.
Grande discrétion, professionnalisme et jugement dans la gestion d’informations confidentielles.
Excellentes aptitudes en communication écrite et verbale en français et en anglais.
Capacité à gérer plusieurs dossiers simultanément avec rigueur et autonomie.
Aisance avec les outils Microsoft Office, SharePoint, calendriers Outlook, documents Word, suivis administratifs et systèmes internes.
Sens du détail élevé et capacité à respecter les échéanciers.
Attitude proactive, collaborative et orientée service.
Capacité démontrée à gérer des informations hautement confidentielles.
Très grande autonomie.
Capacité à travailler avec peu de supervision.
Capacité à anticiper les besoins et à exercer un excellent jugement dans un environnement où les priorités évoluent rapidement.

Nice To Haves

Expérience dans un environnement médical, scientifique, clinique, pharmaceutique ou de recherche, un atout.

Responsibilities

Support the day-to-day administrative needs of the CEO, including communications, follow-ups and priority management.
Manage and maintain the calendar, including meetings, appointments, absences, reminders and deadlines.
Prepare, print, file and coordinate signatures for documents when required.
Support the update and maintenance of our CEO’s professional CV in collaboration with relevant stakeholders.
Maintain and share professional contact lists, including MSL contact lists and other relevant directories.
Coordinate online scientific journal publication submissions.
Follow up on article requests and scientific journal subscription renewals.
Retrieve, organize and transfer publications and scientific documents as needed.
Support the preparation of annual medical meetings, including scheduling, agenda preparation and collection of publications from physicians.
Schedule and coordinate internal and external meetings related to the CEO activities.
Prepare agendas, take minutes when required, and ensure proper follow-up on action items.
Support the coordination of Advisory Board activities, including meeting scheduling, meals, accommodations, restaurant bookings, agendas, minutes, expense reports and honorariums.
Inform internal teams of our CEO involvement in conventions, congresses or professional events to support potential organizational promotion, when applicable.
Support consultation-related administration, including monthly invoicing, contracts and internal follow-ups.
Coordinate annual renewals and compliance-related documentation, including W8, COI and other required administrative documents.
Support time sheet entries and approvals for relevant direct reports, when applicable.
Assist with expense report entries, approvals and credit card-related administrative follow-ups, in accordance with internal processes and access rights.
Coordinate travel, accommodations, meals, meeting rooms and other logistical arrangements related to our CEO professional activities, as required.
Support logistics for events, meetings or travel involving internal and external participants.
Ensure logistical follow-ups are completed in alignment with internal procedures and approved tools.
Manage or support the MDRI mailbox and communications related to the annual grant program.
Prepare and coordinate communications with reviewers, administrators, universities and other stakeholders.
Track responses, approvals, grant payouts and program timelines.
Support the update and approval of French and English program materials.
Coordinate MDRI administrators’ meetings, including scheduling, agenda preparation, minutes and coordination with physicians and third-party participants.
Support annual administrative and reporting requirements, including selected regulatory or government-related reports.