McGill University Looking for Assistant to VP Ext Rel (NU) at Montreal, Quebec, Canada Full Time

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

Position Summary

Work directly with the Vice-Principal, Communications and External Relations (CER) to administer logistical matters, particularly with respect to the Vice-Principal’s meetings and correspondence with internal and external stakeholders including university colleagues, senior government officials, corporate and NGO partners, diplomats, representatives of international organizations, senior colleagues at other universities, etc.

Primary Responsibilities

• Liaise with contacts in the offices of other senior university leaders, government officials, external partners, etc.
• Anticipate and deliver support (schedule, logistical arrangements, travel, etc.) to allow the VP to optimally advance McGill’s communications and external relations portfolios.
• Plan schedules with a view to prioritizing events and meetings, reschedule and defer meetings as required when urgent matters arise, refer requests and inquiries to other offices for prompt attention and ensure follow-up, and generally help ensure that the VP’s time is well-managed.
• Collaborate in the organization of luncheons, receptions and other events.
• Understand the multiple issues and files involving the VP and senior colleagues, and make time-sensitive, proactive judgments about how these may be advanced within a demanding schedule.
• Work closely with the CER team and other McGill offices to research, gather and synthesize information for the VP and prepare briefings and backgrounders for the VP’s review.
• Through continuous contact with other McGill offices (e.g. those of the Principal, Provost, Deans, Executives, etc.) and CER colleagues, efficiently manage the flow of information to the VP and ensure that any items requiring the Vice-Principal’s timely attention are rapidly addressed.
• Follow up on numerous action items related to meetings and other events. Prepare documents and correspondence in a timely fashion.
• Draft/review correspondence, briefing notes, project reports and other documents as requested by the VP.
• Process financial payments and expense reports in accordance with McGill policies and procedures.
• Undertake additional related tasks/projects at the VP’s request.
• On occasion, provide support to the Vice-Principal with respect to HR-related activities, as required.
• On occasion, act as back-up for the Administrative Assistant in the Office of the Vice-Principal as needed/appropriate.

Other Qualifying Skills And/or Abilities

• Excellent English and French, written and spoken
• Exceptional time management and organizational skills
• Collegiality, professionalism and tact
• Proven judgment and discretion
• Demonstrated ability to manage concurrent priorities and competing deadlines
• Significant experience using Microsoft Office/365
• Strong professional writing ability
• Excellent attention to detail
• Sound understanding of diplomatic protocols
• Experience in a university, government and/or international setting a major asset.

Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 on a scale of 0-4

Minimum Education And Experience

DEC III 3 Years Related Experience /

Annual Salary

(MPEX Grade 03) $59,870.00 – $70,440.00 – $81,010.00

Hours Per Week

33.75 (Full time)

Supervisor

Vice-Principal (Communications & External Relations)

Position End Date (If Applicable)

Deadline to Apply:

2023-09-29

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.