Administrative Assistant

Intertek - Mississauga, ON (29 days ago)

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Administrative Assistant - (190002PN)
Description

Intertek, a leading provider of ATIC (Assurance, Testing, Inspection and Certification) Services, is looking for an Administrative Assistant to join our Health, Environmental and Regulatory Services team located in Mississauga, Ontario.

Intertek Health, Environmental and Regulatory Services (HERS) delivers expert advice and practical solutions through its global network of subject-matter experts focused on delivering expert scientific, toxicological, and regulatory services.

Summary

By delegation from the Vice President, Chemicals Group, the Administrative Assistant – Chemicals Group is responsible for providing effective and competent office support to the Branch in a safe, legal, and ethical manner.

Qualifications

Responsibilities

Personal Assistant to Vice President, 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
Coordinate Group meetings
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
Liaise with clients and Intertek legal regarding Agreements (NDA, MSA, T&Cs and Subcontractor)
Maintain the Contract Log
Prepare Project Information Forms (PIFs), support PO activities 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
Dossier compilation and submission support, manage Government correspondence and update trackers
Support scientific/technical writing activities of department, including but not limited to project reports, publications, blogs, press releases
Compose and create letters, memos, fax cover sheets, binder materials, presentations, promotional material, graphs and charts as required
Document control including securing PDFs containing staff signatures and restricting editing in Word documents
Prepare for client meetings
Arrange all travel requirements for senior scientific staff using Concur
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

SOP management:
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
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 coordinator.

General Administration for Intertek Health Sciences

As an 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

Participate in 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

Education:
Bachelor degree in one of the following disciplines of Science:
Chemistry
Biology
Biochemistry
Toxicology
Environmental Science

Intertek Canada offers a salary and benefit package competitively placed with the local market. We promote a culture where motivated customer-oriented employees can flourish, experience professional fulfillment and reach their highest potential. Medical, Prescription, Dental, Vision, and Disability Insurance plans; RRSP plan with company match; paid time off (vacation; sick holiday); Employee Assistance Program (EAP); Tuition Reimbursement, and more.

Please contact hr.canada@intertek.com if you need accommodation at any stage of the application process or want more information on our accommodation policies.

Primary Location: CA-ON-Mississauga
Work Locations: Mississauga Argentia Road 2233 Argentia Road Suite 111 Mississauga L5N 2X7
Job: Administrative Support
Organization: CAN06:Intertek Health Sciences Inc
Schedule: Regular
Employee Status: Entry Level
Full-time
Job Level: First Shift
Travel: No
Job Posting: Nov 13, 2019, 4:14:10 PM