Executive Assistant

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 Responsibilities

Executive Support (80%)

• Provide high-level administrative support to the CMO, including complex scheduling, calendar management, and coordination of domestic and international travel

• Track and process expense reimbursements, travel claims, and purchase card reconciliation

• Handle meeting logistics, prepare materials, draft correspondence, and respond to inquiries on behalf of the CMO

• Liaise with internal departments (Finance, HR, Procurement, etc.) and external stakeholders as needed

• Manage confidential information with discretion and professionalism

Research & Team Support (20%)

• Assist with planning and coordination of research-related events and workshops

• Take and distribute meeting minutes; help organize team communications

• Support budget tracking using Excel and other internal systems

• Help onboard new research staff and assist with internal workflows and documentation

• Provide WebEx or Zoom support for virtual meetings
  
  

Qualifications and Skills

• Minimum 3 years of experience in an Executive Assistant or Senior Administrative role, ideally supporting Director-level or C-suite professionals

• Strong 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 mindset

• Ability to handle sensitive information with a high degree of confidentiality and tact

• Strong written and verbal communication skills

• Experience working in healthcare, academic, public sector or research environments is a strong asset

• Bilingualism (English/French) or a second language is considered an asset

Education

• Post-secondary education in Office Administration or related field