Assistant to the General Secretariat

Assistant to the General Secretariat (20 hours)

IRCM – Administration

About IRCM

The Institut de recherches cliniques de Montréal (IRCM) is an internationally renowned biomedical research centre that puts science at the service of health. The work of our teams contributes to major advances in research. We offer an environment where scientific rigour and collaboration help advance knowledge.

What the position offers

• Work within a close-knit, committed and supportive team.
• Benefit from the guidance of an available, present manager with legal experience.
• Grow in a human-scale, rigorous and collaborative environment at the heart of the Institute’s activities.
• Enjoy a work-family balance supported by the organization.

Position overview

The incumbent is assigned to the Legal Affairs Department and the General Secretariat. Through rigour and a strong sense of organization, the incumbent plays a key role in the smooth running of the team, the meetings of the Board of Directors of the IRCM and its Foundation, by ensuring the coordination and follow-up of administrative activities. In the course of their duties, the incumbent handles confidential information, anticipates needs, coordinates multiple files at once and works with care and discretion.

Responsibilities

• Provide administrative, management and secretarial support to the Legal Affairs Department.
• Manage the calendar, emails, calls and mail, and maintain an efficient document management and filing system.
• Help plan, organize and follow up on files, projects and timelines.
• Participate in the development and implementation of administrative tools to promote information sharing and work coordination.
• Draft, revise and format various documents, reports, briefing notes and correspondence in French and English.
• Coordinate information gathering, help prepare analyses, produce reports and distribute documents.
• Organize and coordinate the logistics of corporate meetings and committees, including agendas, minutes and follow-up of decisions.
• Support the General Secretariat in the preparation and conduct of Board of Directors (BoD) meetings and those of its committees, whose annual calendar is set in advance, with increased presence in the month preceding each meeting.
• Assist the General Secretariat in the preparation, coordination and follow-up of strategic files, and ensure the preparation of documentation intended for governance bodies.
• Ensure rigorous management of documents and records, in compliance with the classification rules in force.
• Participate in the continuous improvement of practices by proposing and implementing tools, procedures and guides that facilitate the team’s work.
• Compile and keep up to date the data related to the department’s activities and files.

What you bring

Essential requirements

• College diploma (DEC) in office administration or equivalent.
• Two (2) years of relevant experience.
• Excellent command of French and English.

Skills sought

• Proficiency in the MS Office suite, notably Outlook, Teams and Excel.
• Autonomy, judgment and the ability to anticipate needs.
• Ability to coordinate multiple files simultaneously while meeting deadlines.
• Adaptability, with a service-oriented and collaborative approach.
• Sense of organization and priority management.
• Rigour, attention to detail and respect for confidentiality.
• Excellent writing skills.

Assets

• Experience in organizing and following up on board of directors meetings.
• Administrative support experience within a legal affairs department.

Key information

• The position is part-time, approximately 20 hours per week.
• Attendance is required at every Board of Directors meeting, approximately six (6) times per year according to the annual calendar set in advance.
• Increased presence is required during the month preceding each Board of Directors (BoD) meeting.
• Occasional evenings. You must be available some evenings, as BoD meetings may end after 6 p.m.
• Work is mainly done on site in Montréal.

Benefits

• A generous number of vacation days and personal days.
• Additional leave during the holiday period.
• Defined benefit pension plan (RREGOP).
• Employee Assistance Program (EAP).
• Cycling facilities (secure parking and showers).
• Accessible location in the heart of Montréal.

Submit your application

Send your application (CV) by clicking “Apply”.

To learn more about the IRCM: https://www.ircm.qc.ca.

Selection process

Selected candidates will be contacted for an interview. Checks may be carried out depending on the nature of the position.

The IRCM values equity, diversity and inclusion. We encourage applications from people of all backgrounds. Accommodation measures may be offered, upon request, to people invited for an interview.