Administrative Assistant

Summary of responsibilities

Reporting to the Human Resources Department, the person performs routine secretarial duties and manages several research-related files simultaneously. He/she assists research unit directors in their administrative functions: manuscripts, grant and scholarship applications to funding agencies. She maintains the researchers' curriculum vitae in the required formats. She completes the requested bibliographic references. He/she participates in the preparation of meetings, conferences and congresses and in the organization of researchers' travel. 

More specifically, the person is called upon to:

  • Manages administrative, management and secretarial tasks; establishes and implements organizational structures (electronic and paper formats) for the conduct of projects/activities and establishes a work schedule to meet deadlines;
  • Provides administrative and management support to the Researcher; 
  • Writes and coordinates administrative procedures to facilitate the work of other units, aiming for efficiency, use of standard forms and meeting deadlines; 
  • Writes news releases/briefings and simple letters, in French and English, for the Researcher's signature; 
  • Prepares drafts of more complex letters for the Researcher's approval; 
  • Designs templates for form/document submissions; 
  • Coordinates information gathering, report writing, analysis and document distribution activities; 
  • Coordinates logistics for meetings and committees attended by the Researcher; 
  • Prepares and sends to internal and external members of these meetings/committees the agenda and all relevant documents for each meeting. Follows up on decisions made; 
  • Establishes and maintains an efficient filing system for correspondence, various research documents and files processed,
  • Performs various secretarial activities, including writing, formatting, updating, producing and linguistically revising information documents from the various sectors. 
  • Support the manager in the management and follow-up of his/her agenda, calls, emails and mail. 
  • Participate in the logistical organization of various events (team meetings, committees, assemblies, travel, public relations activities, etc.). 
  • Collaborate in the preparation of the annual budget and budgetary follow-up during the year (analysis and justification of variances).
  • Performs any other related duties that may be assigned by the Researcher

Required Qualifications

  • D.E.P. in office automation or equivalent at the college or university level.
  • Three (3) to five (5) years of relevant experience.
  • In-depth knowledge of the computer environment and common software. 
  • Organizational skills, priority management, thoroughness and discretion.
  • Very good bilingualism (French, English) spoken and written.

Profile required 

  • Knowledge of the scientific research environment would be desirable.
  • Speed
  • Sense of priorities
  • Administrative management of the laboratory
  • Advanced knowledge of Microsoft Office, Workforce Now, EndNote / Reference Manager
  • Knowledge of fundraising. 

Working conditions 

  • Regular full-time position (35 hours/week), telecommuting for an indefinite period during the pandemic. 
  • Contribution to the Régime de retraite des employés du gouvernement et des organismes publics (RREGOP); 
  • Life, health and salary insurance plans; 
  • 13 paid holidays and 9.6 days of sick leave per year; 
  • 15 days of vacation after one year of employment;
  • Employee Assistance Program.

How to apply

Please send your resume by email to

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