Coordinator - Support to Researchers

Founded by Professor Yoshua Bengio of the Université de Montréal, Mila brings together researchers specializing in artificial intelligence, and more specifically in machine learning, deep learning and reinforcement learning. Recognized worldwide for its important contributions to the field of deep learning, Mila has particularly distinguished itself in language modeling, machine translation, object recognition and generative models. Since 2017, Mila has been the fruit of a collaboration between Université de Montréal and McGill University, with close links to Polytechnique Montréal and HEC Montréal. Mila's mission is to be a global hub of scientific advances that inspires innovation and the rise of artificial intelligence (AI) for the benefit of all. To find out more, please visit https://mila.quebec/ Reporting to the Director, Academic Affairs and Administrative Research Support, you will provide proactive and autonomous administrative support to a group of Mila researchers. This role involves anticipating needs, taking initiatives, and managing the administration and logistics of the researchers' activities. You will play a key role in the smooth operation of the laboratory by monitoring deadlines and ensuring rigorous follow-ups within our ecosystem. You will be joining a bilingual, dynamic and constantly evolving environment at the forefront of AI research. This position is ideal for an individual who demonstrates agility and thrives in a fast-paced environment, offering great learning opportunities. Coordinate between the various stakeholders who interact daily with the research group (universities, students, external collaborators, internal partners, etc.). Proactively and autonomously manage the researcher's entire calendar, understand their priorities, and independently resolve scheduling conflicts. Manage the expense reporting process according to deadlines. Track and resolve issues related to payments and transfers, collaborating with other Mila teams as needed. Follow the payment rules and processes of the lab and Mila. Anticipate deadlines for updating the CCV (Common Canadian CV) and ensure its consistency. Write letters with a certain level of complexity for researchers (e.g. letters for the CAQ). Provide support in planning various events (invitations, logistics, catering, or creating agendas). Liaise with other Mila teams. Gather information for grant applications. Coordinate the preparation of documents and ensure deadlines are met. Proactively track student progress, coordinate academic records, and monitor key milestones for the entire lab. Communicate effectively and closely with internal and external partners. Update the researcher's website. Initiate contacts with stakeholders in the laboratory's various projects. Perform various administrative tasks to ensure the smooth running of the Administrative Support for Research team and its services to researchers. Profile required: Bachelor's degree. Minimum of 5 years of relevant experience. Minimum of 2 years of experience in an academic or research environment. Strong ability to anticipate needs, proactivity, and autonomy. Excellent problem-solving and priority management skills. Curiosity about artificial intelligence and a demonstrated interest in integrating it into your work processes. Ability to understand and respond constructively to diverse points of view, even under pressure. Rigorous, detail-oriented, and critical thinker. Bilingualism (French and English), both oral and written, is essential due to interactions with our academic community and partners. Proficiency with the CVC (Canadian Common CV) platform. Knowledge of the Google suite. Good reasons to work at Mila: The opportunity to contribute to a unique mission with a major impact; A comprehensive group insurance program (health, dental, disability, life, travel and extended benefits); An employee and family assistance program; Access to a telemedicine service; A vacation policy offering a base of 20 days' vacation upon hiring; A retirement savings plan with a minimum employer contribution of 4%; A generous flexible package allowing you to tailor your benefits to what contributes to your well-being. You can select and combine options to suit your needs, including lifestyle credits, enhanced insurance, extra vacation days and enriched pension contributions; Flexible working hours, a summer schedule and the possibility of telecommuting; A work environment in the heart of Little Italy, in the trendy Mile-Ex district, close to public transportation; A team of passionate experts in their field; A collaborative and inclusive work environment. We want to know you: At Mila, diversity is important to us. We value a work environment that is fair, open and respectful of differences. We encourage anyone who wants to work in an ecosystem that is constantly evolving and stimulated to contribute to the application and definition of a healthy and inclusive culture, to apply. Please note that only selected candidates will be contacted. https://mila.quebec/fr/protection-de-la-vie-privee