Executive Assistant or Executive Assistant to the General Management

What the position offers you

• Contribute to work that has a concrete impact on health and research
• Evolve in a rigorous, collaborative, and human environment
• Participate in stimulating projects and continuous improvement
• Job overview

The incumbent provides high-level strategic and administrative support to the Scientific Director and President, as well as the Vice-President, Development and Administration, at the IRCM. As a true convergence point of the general management, they ensure smooth management of files, alignment of priorities, and coordination of executive activities with internal and external stakeholders. They also ensure rigorous follow-up of decisions and the actions that result from them. This pivotal role requires great autonomy, sound judgment, and the ability to adapt quickly in a complex institutional and scientific environment.

Responsibilities

• Ensure proactive management of the Scientific Director's (SD) agenda, including establishing priorities and daily follow-up. This includes targeted support for their research laboratory (coordination, logistics, and alignment with scientific activities).
• Ensure proactive management of the Vice-President's agenda, Development and Administration, including establishing priorities and daily follow-up, as well as administrative and organizational support.
• Coordinate the logistics of meetings and instances (board of directors, scientific committees, etc.): planning, preparation of documentation, drafting of minutes, and follow-up of actions.
• Serve as a convergence point for the management's files, ensuring follow-up of sensitive and strategic issues.
• Prepare, review, and distribute high-level communications (official letters, correspondence, executive documents).
• Coordinate the organization of institutional events and strategic meetings.
• Contribute to the organization of the management's files and document management.
• Keep organizational information up-to-date, including organizational charts, distribution lists, and committee compositions.

Essential requirements

• DEC in office management, administration, or relevant field.
• Significant experience in an executive assistant, executive assistant, or high-level support role.
• Excellent mastery of French and English, both spoken and written (professional-level writing).

Desired skills

• Excellent mastery of Microsoft Office Suite tools, particularly Outlook.
• Proficiency with AI tools to optimize administrative practices.
• Demonstrated ability to manage a complex agenda and prioritize in a changing context.
• Absolute rigor, keen political sense, and strict confidentiality.
• Great autonomy, proactivity, and ability to anticipate the needs of managers.
• Comfort in an exposed role, dealing with varied interlocutors (management, researchers, partners).

Key information

• Hours: Full-time (35 hours/week)
• Employment type: Regular
• Presence: On-site, with availability and flexibility for occasional telecommuting as needed by the management.
• Deadline to apply: July 29, 2026

Benefits

• 20 days of vacation after one year
• 10 days of personal or sick leave
• Additional leave during the holiday period
• Defined benefit pension plan (RREGOP)
• Group insurance
• Access to telemedicine for you and your family
• Employee assistance program (PAE)
• Facilities for cyclists (secure parking and showers)
• Location in the heart of Montreal
• Submit your application

Submit your application (CV) by clicking on "Apply".

To learn more about the IRCM: https://www.ircm.qc.ca

Selection process

Selected candidates will be contacted for an interview. Verifications may be conducted depending on the nature of the position.

*The IRCM values equity, diversity, and inclusion. We encourage applications from people of all backgrounds.* *Accommodations may be offered, upon request, to candidates invited for an interview.*