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Added 10 mins ago
W
Manager, Project Systems & Information Management
Worley
Markham, ON
- Full-time
Added 10 mins ago
EC
Développeur(euse) Logiciel C++ / Software Developer C++
Eaton Corporation
Brossard, QC
- Full-time
Please note the salary information shown above is a general guideline only. Salaries are based upon candidate skills, experience, and qualifications, as well as market and business…
Added 10 mins ago
Q
Machine Learning Engineer, AI Software (C++)
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Added 26 mins ago
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Senior Bookkeeper
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Vaughan, ON
- Full-time
…GST/HST accounting, payroll entries, intercompany transactions, general-ledger maintenance, month-end support, and internal financial…
Added 26 mins ago
B&
Seasonal Retail Sales Associate-OSHAWA CENTRE
Bath & Body Works
Oshawa, ON
- $18.95 USD / hour
- Part-time
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all…
Added 26 mins ago
TG
CLEANING ASSISTANT (15 HOURS)
The GORSE Academies Trust
Morley, AB
- Internship
The ability to safely handle and use potentially hazardous cleaning materials in the process of general cleaning.
Added 26 mins ago
TG
CLEANING ASSISTANT (20 HOURS)
The GORSE Academies Trust
Morley, AB
- Internship
The ability to safely handle and use potentially hazardous cleaning materials in the process of general cleaning.
Added 26 mins ago
DE
Casual Courier Driver/Warehouse
DHL Express
Richmond, BC
- Full-time
Broad general working knowledge of warehouse functions.
Added 26 mins ago
DU
Custodian
Dalhousie University
Halifax, NS
- Part-time
Bargaining unit employees are given first consideration and will be notified regarding the status of their application. All other applicants will be considered when there is no qualified…
Added 40 mins ago
PC
Indirect Tax, Recovery Data Analytics
PwC Canada
Vancouver, BC
- Full-time
Leading the extraction, transformation and analysis of large client data sets (accounts payable and general ledger data) from ERP systems such as SAP, Oracle and Microsoft Dynamics to…
Added 41 mins ago
Fuel Distribution Co-op Student
UFA Co-operative Ltd.
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Pursuing a bachelor’s degree in Energy Management, Operational Management, General Business or Economics is preferred.
Added 41 mins ago
PC
Digital Assurance & Transparency Senior Associate
Pwc Canada
Vancouver, BC
- Full-time
…Control audits, ISO 27001 certification and projects in the general IT security…
Added 55 mins ago
L
Peels Native Plants Ltd. This link will open in a new window is hiring Farm Supervisor with LMIA
LMIA.CA
BC · British Columbia, Canada
- Temporary
…will be ready to extend an offer to a foreign worker once the application is…
Added 55 mins ago
FC
Casual Courier
FedEx Canada
North Bay, ON
- Part-time
This job description is general in nature and is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of…
Added 55 mins ago
IH
Medical Office Assistant
Interior Health Authority
Enderby, BC
- Full-time
Answering telephones, general correspondence, record keeping, chart notes, reports, medical billings
Added 55 mins ago
IH
Medical Office Assistant
Interior Health Authority
Logan Lake, BC
- Part-time
Answering telephones, general correspondence, record keeping, chart notes, reports, medical billings
Added 55 mins ago
FC
Casual Courier-1
FedEx Canada
Nisku, AB
- Part-time
This job description is general in nature and is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of…
Added 1 hour ago
DU
Custodian
Dalhousie University
Halifax, NS
- Full-time
Bargaining unit employees are given first consideration and will be notified regarding the status of their application. All other applicants will be considered when there is no qualified…
Added 1 hour ago
NP
Bilingual Translation & Guest Services Representative
Niagara Parks Commission
Niagara Falls, ON
- Full-time
Under the general supervision of the Supervisor, Guest Services and within established policies, procedures and guidelines, the Bilingual Translation and Guest Services Representative is…
Added 1 hour ago
NP
Team Lead, Warehouse - Table Rock Complex
Niagara Parks Commission
Niagara Falls, ON
- Full-time
Under the general supervision of the Supervisor, Table Rock Warehouse and within established policies, procedures, and guidelines to provide guidance and completing receiving, unpacking and…
Added 1 hour ago
FC
Courier-10
FedEx Canada
Woodbridge, ON
- Part-time
This job description is general in nature and is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of…
Added 1 hour ago
FC
Courier
FedEx Canada
Woodbridge, ON
- Part-time
This job description is general in nature and is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of…
Added 1 hour ago
B+
Accounting Analyst
Bausch + Lomb
Toronto, ON · Greater Toronto Area, Canada
- Full-time
The Accounting Analyst, reporting directly to the Senior Manager, General Accounting, is responsible for processing monthly, quarterly, and annual accounting activities. In this role, the…
Added 1 hour ago
DU
Custodian
Dalhousie University
Halifax, NS
- Part-time
Bargaining unit employees are given first consideration and will be notified regarding the status of their application. All other applicants will be considered when there is no qualified…
Added 1 hour ago
FC
Courier
FedEx Canada
Calgary, AB
- Full-time
This job description is general in nature and is not designed to contain or to be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of…

McGill University

Secretary

Canada

Full-time

Apply About employer

Applications open in a new tab.

Job details

Job type: Full-time
Apply by: Nov 16, 2026
Experience: DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies
Posting language: English
Posted: Nov 3, 2026

Original job description

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

Faculty of Science

Department of Physics, Trottier Space Institute

1 year contract

Why Join Us?

Join a dynamic research environment supporting the Director of the Trottier Space Institute. This role offers the opportunity to contribute to the smooth operation of a leading research institute while engaging with faculty, students, researchers, and partners from across the McGill community.

Learn more about the Trottier Space Institute.

Position Summary:
The incumbent will provide comprehensive support to the Director and members of the Trottier Space Institute (TSI), including but not limited to coordinating office administration, meetings, events, fellowship processes, and communications, while serving as a primary point of contact for faculty, students, visitors, and external stakeholders. The incumbent will ensure the efficient day-to-day operation of the Institute through effective organization, records management, and administrative support.

Major Duties and Responsibilities:

General Administration

Serve as the first point of contact for visitors or new arrivals to TSI, provide them with a visitor's guide.
Maintain TSI directory, in internal documents and on the website. Update printed directory once a year. Ensure the list of people on the TSI website is up to date, including photos. Update office nameplates.
Serve as front-line administrator/receptionist for the TSI providing information to callers and visitors. Determine reason for call/visit and direct callers/visitors to appropriate TSI member(s).
Serve as the primary contact person for reports of building concerns (e.g., repairs needed, issues with cleanliness, unwanted furniture, mail to previous building occupants). Report issues as appropriate to the Physics Building Director or take other action to remedy issues liaising with appropriate McGill facilities personnel as required. Keep track of reports made to Facilities & follow up on issues. Assist in campaigns to keep TSI building orderly and up-to-date.
Maintain a directory of desk and office assignments, interface with Administrative Officer in the Department of Physics regarding desk assignments. Responsible for office keys in 3550 University.
Schedule TSI faculty meetings and assist the Director in communicating with TSI faculty as needed. Take minutes at TSI faculty meetings and distribute them afterwards.
Assist the Director and Program Administrator with their TSI-related tasks, including scheduling meetings and interfacing with external groups and people.
Maintain a list of events, seminars, etc. that may be of interest to TSI members, and advertise them with posters for seminars and a weekly email to TSI members listing the events of interest in the coming week.
Arrange catering for TSI events, including the daily afternoon tea and refreshments after the TSI seminars. Organize schedule for daily tea responsibilities.
Book rooms for TSI seminars, public lectures, and other events.
Assist TSI members in organizing conferences/workshops: room bookings, catering, registrations, and promotion of events.

Board Meetings

Schedule and assist in the organization of the annual TSI Board meeting, including catering, travel arrangements, etc.
Prepare documents for distribution to board (schedule, list of members, annual report)
Take and distribute minutes.

Fellowships

Assist the TSI Fellowship committee in contacting TSI faculty members to find out which students are eligible, tracking amounts awarded, and liaising with the Graduate Program Coordinators in member departments.
Assist TSI Fellowship committee in advertising postdoc fellowships. Collate and distribute applications to TSI members.
Assist in scheduling TSI Fellowship committee meetings, attend TSI Fellowship committee meetings, take & distribute minutes, and act as a resource person regarding Fellowship policies.
Send out offer letters to Fellowship recipients, deal with inquiries, and other tasks associated with Fellowship awards.

Assistance to Specified Faculty

Assist with processing travel expense reports for guests, invoices, FedEx, scheduling, travel booking, maintaining CVs, general admin.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

Bilingual; excellent verbal and written communication skills, in both English and French.
Demonstrated experience providing exceptional customer service to a diverse clientele, including academics, students, staff, and external stakeholders.
Demonstrated initiative, organizational skills and excellent attention to detail.
Strong planning, organizational, and time management skills; proven ability to prioritize, multi-task, and meet tight deadlines.
Proven ability to work both independently and collaboratively as part of a team.
Resourceful and adaptable, with the ability to exercise sound judgment and work effectively under pressure.
Effective communication skills (ability to clearly transmit and receive information both in writing and verbally).
Experience with records management and maintaining accurate documentation.
Experience coordinating meetings, scheduling appointments, and managing calendars.
Experience processing financial and administrative transactions, including expense reports, purchase orders, and reimbursements.
Demonstrated proficiency with Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint. Experience with updating websites.
Familiarity with Workday, Banner, Minerva, MMP, or other administrative information systems is considered an asset.

As one of Montreal's Top Employers, here is what we offer:

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

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

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 #4 (qualifier) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level E) $27.75 - $34.40

Hours per Week:

33.75 (Full time)

Supervisor:

Professor

Position End Date (If applicable):

2027-09-24

Deadline to Apply:

2026-11-15

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.

Apply About employer

More about this job

Responsibilities

The incumbent will provide comprehensive administrative support to the Director and members of the Trottier Space Institute, including meeting coordination, event planning, and fellowship process management. They will serve as the primary point of contact for the institute, ensuring efficient day-to-day operations and effective records management.

Requirements

Candidates must possess a DEP in Office Systems or Secretarial Studies and at least three years of related experience. Proficiency in both English and French is required, along with strong organizational skills and experience with Microsoft 365 applications.

Skills

Office administration
Event coordination
Records management
Customer service
Communication
Time management
Multi-tasking
Microsoft 365
Word
Excel
Outlook
Teams
SharePoint
Website maintenance
Financial transaction processing
Bilingualism

Benefits

Health insurance
Dental insurance
Life insurance
Tax free savings account
Competitive vacation policy
Personal days
Floating holidays
Summer fridays
Paid time off over december holiday period
Tuition waiver

Visa sponsorship

Not detected in the job text

Keywords

Administrative support
Office management
Event planning
Records management
Customer service
Microsoft 365
Word
Excel
Outlook
Teams
SharePoint
Bilingual
Financial administration
Expense reports
Travel booking
Website maintenance
Workday
Banner
Minerva
MMP
Research environment
Fellowship administration
Meeting minutes
Scheduling
Stakeholder management

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