Project Associate – Mississauga, ON

Job title:

Project Associate – Mississauga, ON

Company

Intertek

Job description

JOB DESCRIPTION
PROJECT ASSOCIATE – CHEMICALS GROUP
1. General Description of Responsibilities
1. By delegation from the Senior Director and Head of Chemicals, Chemicals Group, the Project Associate – Chemicals Group is responsible for providing effective and competent office support to the Branch in a safe, legal, and ethical manner.
2. Specific Responsibilities
1. Personal Assistant to the Senior Director and Head of Chemicals, Chemicals Group
1. Maintain Executive’s personal calendar, ensuring that information is up-to date and accurate at all times.
2. Book air fare, hotels, and rental cars through Concur. Prepare Travel Itineraries and organize Travel Documents including preparing the documents to apply for travel Visas.
3. Preserve and update Executive’s contact database on iConnect.
4. Produce expense reports for Executive to sign, ensuring that they are done accurately and on time.
5. Manage Executive’s outgoing correspondence to staff and clients which requires an understanding of client sensitivities and business practices.
6. Professionally handle telephone calls to/from various clients and other staff.
7. Compose emails to clients on behalf of Executive and draft emails for the Executive to adapt and send to clients.
8. Act as a conduit between clients and Executive whether corresponding via email or phone.
2. Administration for Chemicals Group –CG
1. Group project management:
1. Develop and maintain Project Management Spreadsheets.
2. Ensure that logs are updated and PMs/Scientific Staff are aware of changes.
3. Maintenance and communication of Technical Staff Workload.
4. Maintenance of the Chemicals Database.
2. Group meetings:
1. Prepare for and arrange Group meetings on a weekly to monthly basis, including GotoMeeting, Skype for Business Meetings, Conference Call phone and technology set-up.
2. Maintain CG Activity log.
3. Maintain Hazard Communication log.
4. Follow up on leads and opportunities in iConnect.
3. Project initiation:
1. Prepare/edit Proposals as required.
2. Coordinate credit checks with Accounting.
3. Ensure that a Risk Assessment Form (RAF) has been completed by the Project Manager.
4. Seek approval from the Managing Director – CFS and Assuris or the Vice President, Compliance & Risk for any RAFs triggering a “Yes” answer and log the result in the RAFs of Concern Tracker.
5. Liaise with clients and Intertek legal regarding Agreements (NDA, MSA, T&Cs and Subcontractor).
6. Maintain the Contract Log.
7. Prepare Project Information Forms (PIFs) and deliver to Accounting for processing.
8. iConnect Lead and Opportunity entry.
4. Webinars:
1. Manage iConnect leads from webinars.
2. Review webinars for content and format according to brand guidelines.
3. Book a boardroom and invite CG staff to view the webinar as a group.
5. Request Purchase Orders (POs) from Corporate Operations as requested by CG staff for subcontractor invoices.
6. Keep the Business Sources and Agreements tracker up to date including tracking clients with blanket agreements, clients with special payment terms, and conference leads.
7. Arrange outgoing couriers, record courier dates for NSN dossiers, and track outgoing couriers via internet.
8. Photocopy and/or scan to pdf of documents, couriers, faxes, letters as required by staff according to CG protocols.
9. Burn CDs or prepare USBsfor Government dossiers and delivery to clients as requested by staff.
10. Compose and create letters, memos, fax cover sheets, binder materials, presentations, promotional material, graphs and charts as required.
11. Prepare Payment Request Forms for Accounting for all non-travel CG group expenses (e.g. Government fees for submissions).
12. Document control including securing PDFs containing staff signatures and restricting editing in Word documents.
13. Updating Chemicals Group CVs and one-page Biographies as required.
14. Prepare for client meetings:
1. Ensure that time for scheduled meetings is recorded on an individual’s calendar and one of the boardrooms has been booked in its calendar.
2. Set up for meetings, including organizing refreshments, reserving in-focus equipment, pads/pencils.
3. Prepare materials in preparation for meetings – letters, memos, reports, presentations, promotional material.
15. Arrange all travel requirements for senior scientific staff using Concur.
16. Coordinate group members vacation requests with Corporate Operations and track vacation in the shared calendar.
17. Organize work and social events for the team including preparing an agenda, preparing documents or presentations for meetings, and organizing group lunches or team building events.
18. Dossier preparation:
1. Print the dossier according to instructions from the Project Manager and print all cover pages on special paper using the colour printer.
2. Print tabs manually and insert correctly in dossiers.
3. Copy/correlate all dossier materials with dividers/covers/original signature pages/spines – punch and bind with clear plastic covers.
4. Be prepared to redo and rebind at the last minute due to changes and corrections.
5. Prepare Fee forms and ensure they are attached to the dossier.
6. Track the fees in the Notification Fee Tracker.
7. Prepare couriers for the Government and client based on information provided on the bluesheet by the Account Manager. Pay close attention to detail regarding number of copies and which volumes are to go to each party involved.
8. Sign off on bluesheet verifying all steps in the dossier process pertaining to administration have been completed.
9. Record outgoing submissions in the Government Submissions Tracker and CG database.
10. Manage all government correspondence and update the Government Submissions Tracker and CG database as required.
19. SOP’s:
1. Develop and write Standard Operating Procedures for all administrative functions within the group.
2. Save completed SOPs on the R: drive and notify CG group staff when updated SOPs are available.
20. Order supplies as required by Group members through Corporate Operations using the Office Central account.
21. Weekly/Monthly assigned project work, which often involves word processing and updating of tracking sheets.
22. Liaising with and supporting staff in remote offices.
23. iConnect:
1. Following up with scientific staff on open leads.
2. Entering/Winning/Losing Opportunities.
3. Entering in New Accounts and Contacts.
24. Renew CG memberships as requested by staff.
25. Assist Accounting to ensure CG has removed all NOPROJ hours from their timesheets in a timely manner by sending staff project numbers and submitting PIFs. Support Accounting during audits to ensure quick and easy access to any requested files.
26. Edit and format CG members PowerPoint presentations according to brand guidelines.
27. Prepare expense reports for all senior staff. Ensuring all receipts are included and the Employee Travel Expense Report is filled out according to company policy.
28. Train new staff on all procedures specific to the CG group. Help new staff complete their Onboarding Checklist by scheduling meetings and performing any other required administrative functions.
29. Translations:
1. Work with one of several translation companies to ensure translations of documents are done accurately and in a timely manner.
2. Obtain multiple translation quotes if requested by the Project Manager.
3. Track completed translation fees in the Translation Request Invoice Log.
4. Track completed translations in the Translation Request Log and the Non-Library PhrasesGeneral Administration for Intertek Health Sciences
30. Act as administrative support for other groups to cover vacations and excess work.
31. Perform reception duties if Corporate Operations is unavailable. Direct general call inquiries to the appropriate group member.
32. Monthly administrative meetings:
1. Provide feedback from CG staff at monthly administrative meeting to ensure that topics that are important to the group and discussed at the administrative level.
2. Advise group of any changes to policy as discussed in the administrative meeting or provide a training session on new procedures as necessary.
33. Carrying out all responsibilities in a supportive manner with total adherence to the Company’s Health, Safety and Environmental Policies and Procedures, Quality Management System, Compliance and Ethics Policies, Vision, Mission, and Strategy while exercising good judgment, common sense, and diplomacy.
3. Supervision Exercised
1. The Project Associate – Chemicals Group normally has no personnel responsibility or authority.
4. Supervision Received
1. The Project Associate – Chemicals Group reports to the Senior Director and Head of Chemicals, Chemicals Group.
5. Education and Experience Requirements
1. Post Secondary Education – science background preferred
2. 1-2 years experience in an office environment preferred
6. Core Competencies
1. Strong organizational skills (time management).
2. Team player with ability to multi-task.
3. Advanced Executive skills, e.g., letter writing, grammar, spelling, etc.
4. Able to work with Windows software.
5. Knowledge of Outlook/Word/Excel/Adobe/Sharepoint.
6. Very detail oriented with high quality standards and ability to establish priorities.
7. Knowledge of office equipment, i.e., faxes, printers, etc.
8. Possesses good judgment and works independently.
9. Interpersonal skills both oral and written. Advanced organizational skills.
10. Ability to self-monitor and edit own work and that of others.
11. Scientific/technical aptitude to support growth in role.

Why work at Intertek?

Intertek is a world leader in the $250 billion Quality Assurance market, with a proven, high-quality business model and a global network of customer-focused operations and highly engaged subject matter experts. At Intertek, we exercise our spirit of innovation, the passion of our people and our unmatched customer commitment to realize our purpose of making the world an ever better, safer, and more sustainable place for all. Learn more about Our History and What We Do.

What we have to offer:

We offer a salary and benefit package competitively placed within the local market, including medical, dental, vision, life, disability, RRSP with company match, tuition reimbursement and more.

Intertek believes that Our People are our strongest tool for success.

Please apply online at Intertek Canada Careers (oraclecloud.com)

We are an Equal Opportunity Employer and do not discriminate against applicants due to disability, race, colour, religion, sex or national origin.

This position outline is a general guideline and does not represent all encompassing details. The position assumes that the incumbent has both the mental and physical requirements to carry out the above defined duties.

Expected salary

Location

Mississauga, ON

Job date

Sun, 18 Feb 2024 23:53:47 GMT

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