Job Description
We are currently seeking a highly motivated and experienced Executive Assistant to support the Chief Medical Officer of a leading research institution. This is a fantastic opportunity for an individual with strong administrative acumen to contribute to both executive support and research-based initiatives.
PLEASE NOTE: This is a contract opportunity running until March 2026, with the potential for permanency.
Roles and Responsibilities
Executive Support (80%)
- Provide high-level administrative support to the CMO, including complex scheduling, calendar management, and coordination of domestic and international travel
- Track and process expense reimbursements, travel claims, and purchase card reconciliation
- Handle meeting logistics, prepare materials, draft correspondence, and respond to inquiries on behalf of the CMO
- Liaise with internal departments (Finance, HR, Procurement, etc.) and external stakeholders as needed
- Manage confidential information with discretion and professionalism
Research & Team Support (20%)
- Assist with planning and coordination of research-related events and workshops
- Take and distribute meeting minutes; help organize team communications
- Support budget tracking using Excel and other internal systems
- Help onboard new research staff and assist with internal workflows and documentation
- Provide WebEx or Zoom support for virtual meetings
Qualifications and Skills
- Minimum 3 years of experience in an Executive Assistant or Senior Administrative role, ideally supporting Director-level or C-suite professionals
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and virtual meeting tools (Zoom, WebEx)
- Exceptional organizational and time management skills with a proactive and adaptable mindset
- Ability to handle sensitive information with a high degree of confidentiality and tact
- Strong written and verbal communication skills
- Experience working in healthcare, academic, public sector or research environments is a strong asset
- Bilingualism (English/French) or a second language is considered an asset
Education
- Post-secondary education in Office Administration or related field
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