Project Associate

1 week ago

Mississauga, Ontario, Canada Intertek Full time

JOB DESCRIPTION

PROJECT ASSOCIATE - CHEMICALS GROUP
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General Description of Responsibilities

  • 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.
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Specific Responsibilities

  • Personal Assistant to the Senior Director and Head of Chemicals, Chemicals Group
  • Maintain Executive's personal calendar, ensuring that information is upto date and accurate at all times.
  • 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.
  • 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, Skype for Business Meetings, Conference Call phone and technology setup.
  • 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 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.
  • 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.
  • Burn CDs or prepare USBsfor 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 nontravel 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 onepage 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 infocus 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

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