Administrative Assistant - Standards Development (6-month contract)

At the heart of CSA Group is a vision: making the world a better, safer, more sustainable place. It's been part of our mission for nearly one hundred years: from the first engineering standard for railway bridges developed in 1919, to more than 3,500 standards, codes & related products today.

Headquartered in Canada, with a global footprint of more than 30 labs and offices across Europe, Asia and North America, CSA Group tests, inspects and certifies a wide range of products - from every day househould items to leading edge technology-to meet exacting requirements for safety, performance and environmental impact.

Our employees take pride in making a difference in people's lives through the work that we do. We're looking for people like you to help make it happen.

The Administrative Assistant - Standards Development under general supervision performs a variety of specialized administrative and support functions; specialized reports, records and files required in connection with the development and production of Standards and other documents; coordinates document processes and correspondence; interacts with staff, members and the public on standards development process and performs related duties as assigned. Requires a thorough knowledge of the terminology, procedures and practices for their functional areas, with a significant degree of independence and accountability for results in support of Standards Development’s core purpose of developing standards and other documents.

Responsibilities:

• All duties include the requirement to ensure activities are in line with the accredited standards development process and internal policies and guidelines, and that content of all documents is accurate.

• Process will include but not limited to the verification of accuracy of the information, assembly, and posting of packages including: Notice of Intent, Public Review; Quality Review; Pre-Approval Edit (PAE); Ballot; Second Level Review, NSC Approval; and Maintenance.

• Providing guidance to Project Managers and Program Managers regarding application of processes and procedures: Orders office supplies required by sectors and sends invoices to Accounts Payable.  Assists in the development and maintenance of the Administrative Assistant Handbook.  Supports PMO with project creation, closures, and reporting. Updating/maintaining information and documents in all electronic systems, including SAP Workflow, Alfresco, etc.

• Preparing for National Standard of Canada (NSC) Approval: Compiles and processes information packages for submittal to the Manager, Standards Policy and Accreditation for Standards Council of Canada approval as an NSC.  Supports the upload of published standards to Standards Council of Canada (SCC).

• Member Communication: Contacts members as needed regarding the coordination of ballots, meetings, or other activities sometimes having to remind members of commitments or deadlines. Coordinates the distribution/posting of Member’s complimentary copies of standards.

• Meeting Coordination and support:  Books meeting rooms and assists with catering requests; assists with printing of tent cards, provides friendly and prompt service to all levels of members, board members, customers, general public, and CSA staff. Assists CSA staff with any conference room equipment issues.

• Financial/Legal: Coordinates member travel expenses and prepares expense reports, as necessary. Organizes and keep accurate records of expense receipts related to contract work and related audits as required. Assists Standards in preparing and issuing documents and Travel Sheets utilizing DocuSign.  Files all Standards contracts, not done so by Legal, into the Legal filing system.

• Program Website Maintenance: Maintains and supports area specific websites, including the Communities of Interest, when needed.  Assists PMs in the posting of TC/TSC standards development related forms, letters, and documents. 

Experience & Education:

• Secondary School Diploma and/or College Diploma

• 1-3 years of experience           

• Proficient in MS Word/Excel/PowerPoint

• On the job training on internal systems

• Verbal and written skills

• Good communication and interpersonal skills

• Strong team player, detail-oriented, with proven independent problem-solving skills

• Candidates with proficiency in French will be given special consideration.

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