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 ResponsibilitiesExecutive Support (80%)Provide high-level administrative support to the CMO, including complex scheduling, calendar management, and coordination of domestic and international travelTrack and process expense reimbursements, travel claims, and purchase card reconciliationHandle meeting logistics, prepare materials, draft correspondence, and respond to inquiries on behalf of the CMOLiaise with internal departments (Finance, HR, Procurement, etc.
) and external stakeholders as neededManage confidential information with discretion and professionalismResearch & Team Support (20%)Assist with planning and coordination of research-related events and workshopsTake and distribute meeting minutes; help organize team communicationsSupport budget tracking using Excel and other internal systemsHelp onboard new research staff and assist with internal workflows and documentationProvide WebEx or Zoom support for virtual meetingsQualifications and SkillsMinimum 3 years of experience in an Executive Assistant or Senior Administrative role, ideally supporting Director-level or C-suite professionalsStrong 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 mindsetAbility to handle sensitive information with a high degree of confidentiality and tactStrong written and verbal communication skillsExperience working in healthcare, academic, public sector or research environments is a strong assetBilingualism (English/French) or a second language is considered an assetEducationPost-secondary education in Office Administration or related field
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