Administrative Project Associate - Mississauga, ON

Intertek

Sep 18

Job
Full-time
Mid Level
People, HR & Administration
Business, Operations & Strategy
Mississauga

AI generated summary

You need an associate degree or higher, 3-4 years in an office, client communication experience, strong organizational skills, proficiency in Outlook/Word/Excel, and good judgment.
You will manage calendars, organize travel, draft correspondence, maintain databases, coordinate meetings, and provide administrative support for project management in the Chemicals group.

Requirements

Education and Experience Requirements
Associate degree or Higher.
Minimum 3-4 years experience in an office environment with business, sales or marketing as a focus.
Experience with client communications.
Core Competencies
Strong organizational skills (time management).
Team player with ability to multi-task.
Advanced Executive skills, e.g., letter writing, grammar, spelling, etc.
Able to work with Windows software.
Knowledge of Outlook/Word/Excel/Adobe/Sharepoint.
Very detail oriented with high quality standards and ability to establish priorities.
Knowledge of office equipment, i.e., faxes, printers, etc.
Possesses good judgment and works independently.
Interpersonal skills both oral and written. Advanced organizational skills.
Ability to self-monitor and edit own work and that of others.

Responsibilities

The Administrative Project Associate, Chemicals group will provide effective and competent office support in a safe, legal, and ethical manner.
By delegation from the Senior Director & 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.
Personal Assistant to the Senior Director & Head of Chemicals, Chemicals Group
Maintain Executive’s personal calendar, ensuring that information is up-to date and accurate at all times.
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.
Preserve and update Executive’s contact database on iConnect.
Produce expense reports for Executive to sign, ensuring that they are done accurately and on time.
Manage Executive’s outgoing correspondence to staff and clients which requires an understanding of client sensitivities and business practices.
Professionally handle telephone calls to/from various clients and other staff.
Compose emails to clients on behalf of Executive and draft emails for the Executive to adapt and send to clients.
Act as a conduit between clients and Executive whether corresponding via email or phone.
Administration for Chemicals Group – CG
Group project management:
Develop and maintain Project Management Spreadsheets.
Ensure that logs are updated and PMs/Scientific Staff are aware of changes.
Maintenance and communication of Technical Staff Workload.
Maintenance of the Chemicals Database.
Group meetings:
Prepare for and arrange Group meetings on a weekly to monthly basis, including GotoMeeting, MS TEAMS®, Conference Call phone and technology set-up.
Maintain CG Activity log.
Maintain Hazard Communication log.
Follow up on leads and opportunities in iConnect.
Project initiation:
Prepare/edit Proposals as required.
Coordinate credit checks with Accounting.
Ensure that a Risk Assessment Form (RAF) has been completed by the Project Manager.
Seek approval from the VP Operations – Global HERS or the Vice President, Compliance & Risk for any RAFs triggering a “Yes” answer and log the result in the RAFs of Concern Tracker.
Liaise with clients and Intertek legal regarding Agreements (NDA, MSA, T&Cs and Subcontractor).
Maintain the Contract Log.
Prepare Project Information Forms (PIFs) and deliver to Accounting for processing.
iConnect Lead and Opportunity entry.
Webinars:
Manage iConnect leads from webinars.
Review webinars for content and format according to brand guidelines.
Book a boardroom and invite CG staff to view the webinar as a group.
Request Purchase Orders (POs) from Corporate Operations as requested by CG staff for subcontractor invoices.
Keep the Business Sources and Agreements tracker up to date including tracking clients with blanket agreements, clients with special payment terms, and conference leads.
Arrange outgoing couriers, record courier dates for NSN dossiers, and track outgoing couriers via internet.
Photocopy and/or scan to pdf of documents, couriers, faxes, letters as required by staff according to CG protocols.
Prepare USBs for Government dossiers and delivery to clients as requested by staff.
Compose and create letters, memos, fax cover sheets, binder materials, presentations, promotional material, graphs and charts as required.
Prepare Payment Request Forms for Accounting for all non-travel CG group expenses (e.g. Government fees for submissions).
Document control including securing PDFs containing staff signatures and restricting editing in Word documents.
Updating Chemicals Group CVs and one-page Biographies as required.
Prepare for client meetings:
Ensure that time for scheduled meetings is recorded on an individual’s calendar and one of the boardrooms has been booked in its calendar.
Set up for meetings, including organizing refreshments, reserving in-focus equipment, pads/pencils.
Prepare materials in preparation for meetings - letters, memos, reports, presentations, promotional material.
Arrange all travel requirements for senior scientific staff using Concur.
Coordinate group members vacation requests with Corporate Operations and track vacation in the shared calendar.
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.
Dossier preparation:
Print the dossier according to instructions from the Project Manager and print all cover pages on special paper using the colour printer.
Print tabs manually and insert correctly in dossiers.
Copy/correlate all dossier materials with dividers/covers/original signature pages/spines - punch and bind with clear plastic covers.
Be prepared to redo and rebind at the last minute due to changes and corrections.
Prepare Fee forms and ensure they are attached to the dossier.
Track the fees in the Notification Fee Tracker.
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.
Sign off on bluesheet verifying all steps in the dossier process pertaining to administration have been completed.
Record outgoing submissions in the Government Submissions Tracker and CG database.
Manage all government correspondence and update the Government Submissions Tracker and CG database as required.
SOP’s:
Develop and write Standard Operating Procedures for all admin functions within the group.
Save completed SOPs on the R: drive and notify CG group staff when updated SOPs are available.
Order supplies as required by Group members through Corporate Operations using the Office Central account.
Weekly/Monthly assigned project work, which often involves word processing and updating of tracking sheets.
Liaising with and supporting staff in remote offices.
iConnect:
Following up with scientific staff on open leads.
Entering/Winning/Losing Opportunities.
Entering in New Accounts and Contacts.
Renew CG memberships as requested by staff.
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.
Edit and format CG members PowerPoint presentations according to brand guidelines.
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.
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.
Translations:
Work with one of several translation companies to ensure translations of documents are done accurately and in a timely manner.
Obtain multiple translation quotes if requested by the Project Manager.
Track completed translation fees in the Translation Request Invoice Log.
Track completed translations in the Translation Request Log and the Non-Library Phrases Log.
General Administration for Intertek Health Sciences
Act as administrative support for other groups to cover vacations and excess work.
Perform reception duties if Corporate Operations is unavailable. Direct general call inquiries to the appropriate group member.
Monthly administrative meetings:
Provide feedback from CG staff at monthly administrative meeting to ensure that topics that are important to the group and discussed at the admin level.
Advise group of any changes to policy as discussed in the administrative meeting or provide a training session on new procedures as necessary.
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.

FAQs

What are the primary responsibilities of the Administrative Project Associate in the Chemicals group?

The Administrative Project Associate is responsible for providing office support to the Senior Director & Head of Chemicals, which includes managing the executive's calendar, booking travel, maintaining contact databases, producing expense reports, and managing group administration tasks.

What qualifications are required for this position?

Candidates need to have an associate degree or higher and a minimum of 3-4 years of experience in an office environment with a focus on business, sales, or marketing.

Is experience with client communications necessary for this role?

Yes, experience in client communications is a requirement for the Administrative Project Associate position.

What software knowledge is necessary for this job?

Candidates should be knowledgeable in Windows software, and have experience with Outlook, Word, Excel, Adobe, and SharePoint.

How should applicants apply for this position?

Applicants are encouraged to apply online at Intertek Canada Careers (oraclecloud.com).

Are there opportunities for professional growth within the company?

Yes, Intertek promotes a culture of professional growth and encourages employees to engage in performance improvements and career development.

What is the work environment like at Intertek?

Intertek fosters a culture of Total Quality Assurance, emphasizing innovation, customer commitment, and providing a supportive work environment for motivated employees.

Is training provided for new staff?

Yes, the Administrative Project Associate is responsible for training new staff on all procedures specific to the Chemicals group.

What type of benefits does Intertek offer?

Intertek offers a competitive salary and benefit package that includes medical, dental, vision, life, disability insurance, retirement savings plans, generous vacation/sick time, and tuition reimbursement.

Does Intertek value diversity in its workforce?

Yes, Intertek values inclusion and diversity and is an Equal Employment Opportunity Employer that ensures all qualified applicants receive consideration for employment regardless of various protected characteristics.

Intertek

Finance

Industry

10,001+

Employees

1885

Founded Year

Mission & Purpose

Total Quality. Assured. Intertek is a leading Total Quality Assurance provider to industries worldwide. Our network of more than 1,000 laboratories and offices in more than 100 countries, delivers innovative and bespoke Assurance, Testing, Inspection and Certification solutions for our customers' operations and supply chains. Intertek Total Quality Assurance expertise, delivered consistently with precision, pace and passion, enabling our customers to power ahead safely. Visit http://www.intertek.com Careers at Intertek: > Join an exciting workforce with job positions available around the globe. Check out the Intertek Careers page today: http://www.intertek.com/careers/