Executive Assistant

Job Description

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