Administrative Support Specialist for Director of Science

2 months ago

Montreal, Quebec, Canada MILA Full time

About Mila

Mila, the Quebec Artificial Intelligence Institute, is a leading research center in the field of artificial intelligence. Founded by Professor Yoshua Bengio of the University of Montreal, Mila brings together researchers specializing in artificial intelligence and more specifically in automatic learning, deep learning, and reinforcement learning. Recognized worldwide for its significant contributions to the field of deep learning, Mila has distinguished itself particularly in language modeling, automatic translation, object recognition, and generative models. Since 2017, Mila has been the result of a collaboration between the University of Montreal and McGill University, in close connection with Polytechnique Montreal and HEC Montreal.

Mila's mission is to be a global hub for scientific advancements that inspire innovation and the growth of artificial intelligence (AI) for the benefit of all. For more information, please consult

Your Role and Responsibilities

You will provide administrative support to the Director of Science, Yoshua Bengio, in collaboration with his support team. Are you looking for a stimulating and constantly evolving work environment? Do you have experience supporting busy leaders? Do you want to use your skills to serve a unique organization that is pushing the boundaries of research?

As an Administrative Support Specialist for the Director of Science, you will be responsible for the following tasks:

  • Providing support for administrative, financial, or material operations;
  • Managing the calendar (accepting, declining, and organizing meetings);
  • Preparing, completing, and obtaining signatures, reimbursement requests, forms, invoices, etc., within deadlines;
  • Facilitating travel arrangements and handling flight bookings;
  • Maintaining an electronic filing system;
  • Ensuring regular updates to documents such as the CV and biography, while managing corrections on various platforms;
  • Ensuring the update or writing of letters in English and French, including letters of recommendation, support, invitations, and following up on them;
  • Managing conference and media requests, ensuring necessary follow-ups;
  • Participating in team meetings and Mila community gatherings;
  • These tasks are subject to change based on the evolution of the position and needs;

Requirements

Desired Profile

  • Degree in secretarial studies, office administration, or any other field related to the position;
  • Five (5) years of relevant experience;
  • Excellent verbal and written communication skills;
  • Ability to manage priorities and meet deadlines;
  • Ability to handle multiple tasks simultaneously;
  • Flexibility and ability to learn in a context of continuous change;
  • Attention to detail and meticulousness;
  • Interpersonal skills promoting teamwork;
  • Willingness to stay up-to-date with the latest trends and renew practices;
  • Experience in the university environment is an asset;
  • Agility with technologies and knowledge of Google Workspace;
  • Being bilingual, due to interactions you will have in the context of your employment with some of our partners, stakeholders, or members of our Anglophone academic community.

Benefits

Good Reasons to Work at Mila

  • The opportunity to contribute to a unique mission with significant impact;
  • A comprehensive group insurance program (health, dental, disability, life, travel insurance, and additional guarantees);
  • An employee and family assistance program;
  • Access to telemedicine services;
  • A vacation policy offering a base of 20 days of paid leave from the date of hire;
  • A retirement savings plan with a minimum employer contribution of 4%;
  • A generous flexible benefits package allowing you to customize your social benefits according to your well-being needs, selecting and combining options among lifestyle credits, enhanced insurance, additional vacation days, and increased retirement plan contributions;
  • A flexible schedule, summer hours, and the possibility of remote work;
  • A work environment in the heart of Little Italy, in the trendy Mile-Ex neighborhood, close to public transportation;
  • A team of experts in their field, passionate and interesting people;
  • A collaborative and inclusive work environment.

We Want to Get to Know You

Mila values diversity. We cherish a fair, open, and respectful work environment that values differences. We encourage anyone wishing to work in a dynamic and stimulating ecosystem to contribute to the application and definition of a healthy and inclusive culture to apply.

Please note that only selected candidates will be contacted.

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