Job Description

Our client is a global medical communications agency and they are looking to add a detail-oriented and high-energy Project Associate to join their growing team of medical communications specialists. 

In this role you will provide day-to-day administrative and logistical support services to members of the project teams. The successful candidate will have experience working in a pharmaceutical or healthcare communications agency and have the ability to multi-task and work in a deadline driven environment. We need someone who can assist in the development of project agreements, SOWs, budgets and project timelines as well as prioritize and consistently meet deadlines.

The Project Associate reports to the Senior Project Manager but receives direction and guidance from the Project Manager(s) and Meeting Manager(s). You will be client facing and must understand the needs of building relationships with teammates, clients and vendors.

The team is made up of a group of over 30 high-achievers who have a passion for their work, a sense of humour and the desire to make a difference.

Responsibilities:

Preparing for the Meeting /Event:

  • Assists in the development of project agreements, scope of work, budgets and project timelines.
  • Provides support in project maintenance: assists with teleconferences, internal account management and administration and contact reports.
  • Prepares and formats meeting material and/or documents i.e. meeting show flows, external agenda and workshop materials.  Ensures content is aligned and matches the agenda. Proofs and formats presentations to ensure accuracy and a consistent look and feel to each presentation
  • Liaises with vendor for graphic design and/or printing and proofs documents to ensure accuracy and consistency.
  • Builds and maintains a master database with information from delegates/ advisors, for ease of access to information and the populating of registration forms, confidentiality agreements etc.
  • Develops and populates meeting invitations, registration forms, pre-meeting and welcome letters to meeting attendees in preparation for meetings/events.
  • Supports the logistics team in –
    • Sourcing meeting venues, transportation logistics, ground transfers, as required.  
    • Gathering logistical data for projects/events and the their associated cost estimates and inputs it into a one page excel spreadsheet for comparative purposes and ease of decision making for the Project Manager and logistics.
    • Prepares delegate folders – Meeting Agenda,  reading material & program evaluation materials
    • Arranges for Signage and meeting materials for use onsite at events
    • Sources printers in the hosting country so that last-minute changes or printing problems can be turned around within 24 hours.
  • Provides backup services as required.  
  • Updates meeting/event materials and participant lists to reflect last minute changes or additions to the meeting. 
  • Responds to requests for missing information e.g. prepares bios for meeting delegates, drafts e-mails for ground transportation and other details for Logistics (Meeting Managers) or the Project Manager.

Post Meeting:

  • Transcribes and formats flip chart notes and where possible aligns notes to workshop guide or meeting agenda, for review by the Project Manager.
  • Compiles evaluation data and prepares a summary of the results using an Excel template for review by the Project Manager.
     

Desired Skills & Experience

  • B.A/BSc 
  • 1 to 2 years experience in a similar capacity - Agency experience preferred
  • Bilingualism considered an asset
  • Organized and proactive
  • Excellent time management skills and communication skills, including writing and proof reading (in English – French is a definite asset)
  • Able to prioritize and multitask
  • Proficient in the use of Microsoft Outlook, Word, PowerPoint, Excel
  • Projects a professional “can do” attitude and demeanor with all senior staff, colleagues and clients.
  • Ability to maintain a high level of accuracy and confidentiality concerning client files, escalates issues when appropriate – is detailed oriented
  • Organizational Skills - is able to multi task and meet the demands of numerous, simultaneous deadlines and shifting priorities 
  • Is a team player; one who can interrelate and operate effectively with business partners, senior staff, and other associates within a collegial, yet demanding, work environment
  • Effective oral and written communication skills
  • Effective interpersonal skills; presents a confident, professional with a “can do” attitude
  • Self starter, demonstrates initiative and ownership of responsibilities
Job Title:
Project Associate
Location:
Toronto, Ontario
Type:
Perm
Salary:
$50,000/year
Job ID:
#5882
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