Executive Assistant to the Senior Management

I R C M•Montreal, QC

3d•Onsite

About The Position

The incumbent provides high-level strategic and administrative support to the President and Scientific Director, as well as to the Vice President of Development and Administration at the IRCM. Serving as a central hub for senior management, the incumbent ensures the smooth handling of matters, the alignment of priorities, and the coordination of executive activities with internal and external stakeholders. The position holder also ensures rigorous follow-up on decisions and the resulting actions. This pivotal role requires a high degree of autonomy, sound judgment, and the ability to adapt with agility in a complex institutional and scientific environment.

Requirements

DEC in office administration, general administration, or a related field.
Significant experience in a role as an executive assistant or in senior management support.
Excellent command of French and English, both spoken and written (professional-level writing skills).

Nice To Haves

Advanced proficiency with Microsoft Office applications, particularly Outlook.
Facility with artificial intelligence tools used to optimize administrative processes.
Proven ability to manage a complex schedule and prioritize tasks in a dynamic environment.
Absolute attention to detail, keen political judgment, and strict adherence to confidentiality.
High degree of autonomy, proactivity, and the ability to anticipate managers’ needs.
Comfortable in a high-visibility role, interacting with a variety of stakeholders (management, researchers, partners).

Responsibilities

Proactively manage the schedule of the President and Scientific Director (PSD), including setting priorities and providing day-to-day oversight. This includes targeted support for his research laboratory (coordination, logistics, and alignment with scientific activities).
Proactively manage the schedule of the Vice President of Development and Administration, including setting priorities and providing daily follow-up, as well as administrative and organizational support.
Coordinate logistics for meetings and governing bodies (executive committee, scientific committees, etc.): planning, preparing documentation, drafting minutes, and following up on actions
Serve as a central point of contact for executive-level matters by monitoring sensitive and strategic issues.
Prepare, review, and distribute high-level communications (official letters, correspondence, executive documents).
Coordinate the organization of institutional events and strategic meetings.
Contribute to the organization of executive files and document management.
Keep organizational information up to date, including organizational charts, distribution lists, and committee membership.