Administrative Coordinator

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. 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: Under the direction of the Director, Global Engagement, provides administrative and logistical support to the unit’s operations. Supports the planning and delivery of events, international delegation visits, and conferences; provides day-to-day administrative support to the Director and Associate Directors (calendar, travel, expense claims); supports communications and digital content; administers online forms and the shared inbox; and assists with the administration of international funding programs. Major Duties and Responsibilities: Event and International Delegation Support (40%) Coordinate logistical arrangements for Global Engagement events, conferences, workshops, and international delegation visits. Assist with the coordination of visiting delegations, including venue bookings, catering, hospitality and travel arrangements, briefing materials, and campus logistics. Assist with events and engagement activities, including speaker outreach, guest lists, invitations, online registration processes, and event materials. Support communications related to events and special initiatives, including digital assets promotional materials, briefing packages, and post-event reporting and follow-up. Provide on-site event support, including registration, attendee coordination, troubleshooting, and hospitality services. Support the preparation of briefing materials including, biographies, agendas, participant lists, and supporting documentation and by communicating deadlines and collated in adherence to deadlines. Liaise with internal and external stakeholders to ensure smooth event delivery and adherence to timelines. Conduct post-event activities, including survey distribution, attendance tracking, reporting, and records management. Process and reconcile event-related expenses and invited guest reimbursements in accordance with University policies and procedures. Maintain filing, records and files systems, event records, contact databases, and documentation for future reference and reporting including the review, archiving and maintenance of our SharePoint filing system. Administrative and Operational Support (20%): Manage the Director's calendar, schedule meetings, coordinate appointments, and liaise with senior administrative staff across the University and external partner organizations. Coordinate Director’s domestic and international travel arrangements, including conference registration, transportation, accommodations, itineraries, and required documentation. Coordinate the signing and distribution of digital documents Prepare and submit Director’s expense claims, and related financial documentation in accordance with University policies and procedures. Organize internal meetings, prepare agendas and materials, arrange catering, take meeting notes when required. Provide administrative support to Associate Directors on an as-needed basis, including travel planning, expense processing, and meeting coordination. Support procurement, purchasing, and invoice processing activities as required. Communications and Digital Content Support (20%): Assist with the promotion of international programs, opportunities, events, and initiatives through social media, websites, newsletters, and other communication channels. Schedule and publish approved content across designated communications platforms. Coordinate the collection of stories, testimonials, photographs, and content from faculty, students, partners, and other stakeholders. Maintain and organize digital assets, including photos, templates, presentations, publications, and …

View the full posting and apply