Administrative Assistant

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About the Unit

Campus Life & Engagement (CL&E) supports all McGill students by connecting them to resources and creating meaningful opportunities for involvement. They guide students in navigating the McGill student experience through orientation and transition programming and by providing student life opportunities across campus for students to develop their interests and skills.

Position Summary

Under the supervision of the Associate Director – New Student Experience of Campus Life and Engagement, support CL&E's daily operations by coordinating administrative tasks, event planning and logistics, and communication updates. Maintain CL&E website(s), event calendars and planning tools, gather information to support event preparation, and coordinate venue arrangements, room setups, technological requirements, and day-of logistics. Prepare unit's statistics and assist with taking minutes in meetings. Perform other duties, as assigned.

Job Responsibilities/Duties

• Organize activities that support the daily operations of Campus Life & Engagement and ensure administrative services are delivered in line with the Unit's and sub-units' established goals and objectives.
• In consultation with the Unit staff, develop and maintain a calendar for CL&E events and ensure that the unit's statistics are updated in a timely manner with pertinent information concerning event support, planning and related logistics.
• Track event registration and participation, and assist with the consolidation of the Unit's monthly statistical data
• Support with the creation of reports and presentations of data.
• Coordinate the logistical aspects of events (e.g., training, presentations, workshops, meetings, conferences, seminars, booking of subject matter experts' schedules, etc.), including venue arrangements, room setup, technological needs, registration, and follow-up.
• Prepare presentations & meeting summaries (e.g. Orientation Planning Group meetings).
• Oversee the administration of event logistics on the day of the event, including addressing routine logistical or technical issues (e.g., projector, presentations, etc.), coordinating with staff, and liaising with vendors
• Support the implementation of the annual communication plan and the work of the Communications Program Assistant. Ensure regular updates of the Unit's website(s).
• Maintain and/or develop working relationships with venues and act as the primary point of contact for all space bookings, including those for Orientation and Frosh.
• Maintain updated space-booking instructions, protocols, and guidelines in collaboration with CL&E team.
• For pre-arrival activities, and in collaboration with CL&E staff, administer invitations (i.e. webinars, etc.) and support registration tools for new student webinars/orientation. Provide communications support as required, including preparing emails and newsletters to new students, maintaining and updating the Get Ready website, and sending event reminders to students and stakeholders.
• Maintain the inventory of logistical signage and serve as a resource for other types of signage and visuals.
• Keep informed about new developments in technology to maintain up-to-date skills, knowledge, and understanding of relevant technological tools.
• Develop an understanding of platforms used in CL&E activities and support the team as needed, including assisting with training and/or performing tasks such as pulling reports.
• Assist facilitators with the setup of McGill videoconferencing systems and software.
• Provide reception coverage for CL&E and the Brown Student Services Building as required, including supporting gaps in CL&E shifts, AskMcGill Navigator coverage, and McGill tabling events to promote S2.
• Perform selected functions of the Senior Administrative Coordinator during planned and unplanned absences.
• Perform other duties, as assigned.

Other Skills and/or Abilities:

• College Diploma (DEC) with a minimum of 5 years of relevant experience or a Bachelor's in Administration with 2-3 years of experience.
• Strong service orientation, with the ability to work effectively with students, staff, and internal stakeholders.
• Clear and accurate communication skills, both verbal and written, in both official languages.
• Strong organizational and coordination skills to support calendars, event logistics, administrative workflows, and planning tools.
• Demonstrated attention to detail in preparing summaries, tracking participation, and maintaining documentation.
• Experience supporting event logistics, including room setup, registration processes, basic technical setup, onsite coordination, and liaison with vendors or internal partners.
• Comfort working in a dynamic environment with frequent interruptions, shifting priorities, and peak-period demands.
• Proven ability to work collaboratively as part of a team while also carrying out tasks independently when required.
• Discretion, tact, and professionalism in handling confidential or sensitive information.
• Proficiency with technological tools used for administrative and event support (e.g., MS Office, videoconferencing platforms, registration tools, websites, and calendars).
• Ability to learn new digital tools and adapt to evolving technologies and processes.
• Strong interpersonal skills to support reception coverage and frontline service interactions.
• 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 (Fluent) on a scale of 0-4.
• Ability to work on weekends or in evenings to meet the unit's operational needs. Regular office hours are set from 9:00 am to 4:00 pm

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Please note that only selected candidates will be contacted following the application deadline of January 9, 2026.

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of 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 (Fluent) on a scale of 0-4.

For a definition of our language proficiency levels, please click

here

.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Hourly Salary:

(MUNACA Level H) $ $40.97

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director New Student Experience

Position End Date (If applicable):

Deadline to Apply:

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,

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