Assistant to the Director – Secretarial (SQ)

CHUM

Between $26.92 and $33.68/hour FC – Full-time

Mandate

This posting is reserved for individuals employed by the health and social services network (RSSS) integrated into Santé Québec.

The CHUM is a university hospital that is both innovative and human, serving patients and the network. It offers the best specialized and superspecialized care to all Quebecers. Thanks to its unique expertise, research, and innovations, the CHUM improves the overall health of the population. The CHUM community is driven by boldness, nourished by continuous learning, united by collaboration, and guided by compassion. Working at the CHUM means being part of a dynamic, human, and committed team where everyone contributes to the excellence of care and the advancement of knowledge, for the benefit of the population of all of Quebec.

You will assist a senior executive or non-executive in their administrative and professional functions. You will be responsible for accompanying the director of the Direction of Logistics, Technical Operations, and Infrastructure. You will perform complex secretarial and office work tasks that require in-depth knowledge of all programs related to the direction.

You are responsible for the administrative functioning of a department and oversee the internal and external relations of that department. You follow up on the decisions of the person you assist with the department staff and concerned managers.

You handle requests directed to the senior executive or non-executive and respond appropriately and autonomously to the demands. You resolve problematic situations. You determine the actions to be taken, inform the senior executive or non-executive, or direct the requests to the concerned persons for follow-up.

You assist a senior executive or non-executive in particular or more strategic files.

You ensure the quality control of documents and propose means to improve the organization of work and the services offered by the office staff.

On a daily basis, you will

• Act as a resource person to coordinate the transmission of internal and external information, which may be administrative and/or strategic, while ensuring the confidentiality of the information to be disseminated;
• Manage correspondence, prepare draft letters according to the director's requests, and ensure their follow-up with the various resources of your department, other departments, or external organizations;
• Assist in targeted meetings by your superior, take notes directly on a portable device, write up the minutes, and follow up between meetings with the concerned parties;
• You may be called upon to write up a report from recordings or notes taken by a manager or your superior;
• Prepare tables for follow-up, graphs, and presentations or any other administrative document, as requested by your superior;
• Organize videoconferences and ensure the material organization for various meetings/committees (room reservations, availability of multimedia equipment, presence of a technician, if applicable, documents, etc.);
• Manage your manager's schedule and schedule appointments, taking into account the priorities associated with the various files and meeting requests.

What is the Direction of Logistics, Technical Operations, and Infrastructure (DOLTI) for which you will be assigned?

The Direction of Logistics, Technical Operations, and Infrastructure (DOLTI) is responsible for ensuring the availability of goods and services at the best overall cost, while minimizing the efforts required from the clinical and professional staff of the CHUM. It also has the mandate to manage the CHUM's real estate portfolio by maintaining a functional, clean, and secure environment at all times for all CHUM facilities.

Requirements

Hold a high school diploma (DES) and a professional studies diploma in secretarial work (DEP) recognized by the Ministry of Education (MEQ) or have equivalent qualifications.

Experience

• Have 3 years of recent experience (last 5 years) in an administrative agent function (secretarial) with responsibilities comparable to those within the administration of a management team (e.g., general director, director, assistant director).
• The requirements mentioned above will be validated by the hierarchical superior in collaboration with internal and/or external mobility, during any job posting or replacement.
• Proficiency in the Office suite (Word and Excel at intermediate level, PowerPoint)
• Proficiency in French (advanced level) and French grammar
• Demonstrate the necessary skills for writing, particularly reports and minutes
• Knowledge of Visio, an asset

Candidates will be subject to pre-selection tests and a selection committee.

QUALITIES AND COMPETENCIES REQUIRED

• Autonomy, sense of responsibility
• Collaborative spirit and teamwork
• Creativity and innovative spirit
• Capacity for influence
• Customer service orientation and partnership
• Analytical and synthetic thinking
• Adaptability and tolerance for ambiguity

SOCIAL BENEFITS

• Possibility of telecommuting a few days a week
• Four (4) weeks of paid vacation after one (1) year
• Defined benefit pension fund and advantageous retirement plan
• Thirteen (13) paid holidays
• Nine point six (9.6) sick days payable at the beginning of December, if unused
• Complete collective insurance program
• Corporate discounts with several partners for CHUM employees

We thank all candidates for their applications, but will only communicate with those selected for a test or interview. The use of the masculine gender is without discrimination and is used solely to lighten the text.

The CHUM implements an equal access program and invites women, Indigenous people, visible and ethnic minorities, as well as people with disabilities to apply.

Diploma obtained outside Quebec: We require the comparative evaluation of studies issued by the Ministry of Immigration, Francization, and Integration: https://www.quebec.ca/immigration/work-in-quebec/recognize-competencies-acquired-abroad/obtain-comparative-evaluation.

It is "essential" to attach your resume to this form for your application to be considered.

Equal Employment Access

In accordance with the Employment Equality Act, all health and social services establishments implement an equal access program. As such, individuals from the targeted groups (women, Indigenous, visible minorities, ethnic minorities, and people with disabilities) are encouraged to submit their applications. Additionally, accommodation measures may be offered to people with disabilities based on their needs. In the context of job postings, the use of masculine or feminine gender designates both women and men.

Category: Administrative personnel

Salary Period: Hourly

Duration: Permanent

Hours per week: 32.50 – 35

Posting Date: July 15, 2026 to July 31, 2026