Administrative Assistant

To Apply:

Applications must be submitted through WorkDay:

https://mcgill.wd3.myworkdayjobs.com/McGill_Careers/job/University-3550/Secretary_JR0000081140

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.
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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. 

This position is located in Montreal, Quebec and the work for this position is expected to be performed in Quebec. 

This is a 1 year contract position.

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

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)

Position End Date (If applicable):

2027-09-24

Deadline to Apply:

2026-10-09