Executive and Corporate Assistant

Join Riverside Natural Foods Ltd., a Canadian-based, family-owned, and globally operating business, committed to leaving the world better than we found it. As a B-Corp certified, Triple-Bottom Line company, we proudly manufacture nutritious, 'better-for-you' snacks such as MadeGood and GOOD TO GO. We value teamwork, humility, respect, ownership, adaptability, grit, and fun. We’re on an ambitious mission to double our business by 2030, and we need talented individuals like you to help us reach new heights. At Riverside, you’ll have the opportunity to chart your own path to success while contributing to ours. We believe anything worth doing is worth doing right, and our values will guide us through the rugged terrain – and yes, it will get rough. But that’s what makes the journey worthwhile. So, lace up your boots and let’s tackle the climb together. The Executive and Corporate Assistantis the operational backbone of Riverside's U.S. office and a key owner of recurring business processes. The role keeps the office running professionally, provides high-quality administrative support to the US Executive Team, and ensures critical commercial workflows move from request through completion with accuracy and urgency. This position combines people-facing office leadership with detail-intensive process ownership. It manages selected calendars, meetings, events, vendors, supplies, and employee and visitor experiences while coordinating new item setup, maintaining product data in systems such as Salsify and Syndigo, and administering approved liquidation activity. The role owns workflow discipline, data accuracy, documentation, status visibility, and follow-through; functional partners retain approval authority for source data, product claims, pricing, commercial terms, and inventory-disposition decisions. Responsibilities Role model and bring to life Riverside's Values Executive and Leadership Support Manage selected executive calendars, protect time for priorities, resolve conflicts, and coordinate internal and external meetings Coordinate meeting logistics, agendas, pre-reads, catering, notes, decisions, and action-item follow-through for designated leadership forums Arrange approved travel and complete expense reporting accurately and on time Handle sensitive information and leadership requests with discretion, responsiveness, and sound judgment First Point of Contact and Office Operations Create a warm, professional experience for employees, visitors, candidates, customers, and vendors as the U.S. Site Ambassador Maintain a safe, organized, and well-equipped office, including supplies, meeting rooms, shared spaces, amenities, access, and service coordination Partner with Facilities, Information Technology, People and Values, and external vendors to resolve office issues and maintain site readiness Create and receive purchase orders for office-related purchases; manage invoices, vendor records, and the office budget within approved limits Coordinate internal meetings, customer visits, office events, and team activities, including space, catering, materials, and day-of execution Drive practical process improvement and standardization across office and administrative work New Item Setup and Product Data Systems Own the end-to-end administrative workflow for new item setup, from intake and requirements gathering through system entry, submission, validation, and confirmed completion Enter, maintain, and audit product information, attributes, images, documents, and customer-specific requirements in Salsify, Syndigo, and designated retailer or customer portals Maintain a single tracker for item setup requests, owners, dependencies, due dates, status, and exceptions; proactively elevate risks that could delay authorization, distribution, or launch Coordinate with Sales, Marketing, Regulatory and Quality, Supply Chain, Finance, and Customer Service to obtain approved source data and resolve discrepancies Serve as administrator or super-user for designated product-information systems, including user access, workflow configuration, templates, documentation, and basic training Maintain standard operating procedures and conduct recurring data-quality reviews to keep item records complete, current, and consistent across systems Coordinate the recurring review of excess, short-dated, obsolete, and discontinued inventory with Supply Chain, Sales, Finance, and Customer Service Prepare approved inventory lists and opportunity packages and maintain current contacts and requirements for authorized liquidation partners Administer approved liquidation activity, including bid collection, order documentation, customer setup, shipment coordination, invoicing follow-up, and issue resolution Confirm required approvals for pricing, terms, customer and channel conflicts, product claims, and inventory disposition before making external commitments Maintain clear reporting on inventory offered, units sold, recovery value, aging, remaining exposure, and transaction closure; increase stalled or at-risk inventory promptly Sales Marketing and Employee Coordination Coordinate product samples and materials for customer meetings, sales programs, employee needs, and approved marketing activities Maintain organized sample and branded-merchandise inventory, standard request processes, and appropriate reorder triggers Partner with People and Values and hiring managers to deliver a prepared Day One experience, including workspace, supplies, access coordination, and office orientation Provide coordination support for U.S. leadership meetings, customer visits, company events, and other priority business activities Coordinate and drive execution for trade shows (UNFI/KeHe, Expo West, Sweets & Snacks), demos, and other events Reporting Relationships Reports to the US Sales Strategy Manager Direct reports: None; leads cross-functional workflows through influence, service, and disciplined follow-through Education and Qualifications Minimum 2 years of experience in office management, executive or administrative support, sales operations, customer setup, master data, or a related business-operations role in a fast-paced environment Degree or diploma in business administration or a related discipline, or an equivalent combination of education and experience Experience in consumer packaged goods, food, retail, distribution, or another item-data-intensive environment is preferred Skills and Abilities Strong organization, prioritization, project management, and follow-through across multiple recurring processes and time-sensitive requests High attention to detail and comfort working with product attributes, item forms, customer requirements, spreadsheets, and structured data Proficiency with Microsoft Office 365 and Teams; strong Excel skills; experience with Salsify, Syndigo, GDSN, retailer portals, ERP or CRM tools, or similar systems is strongly preferred Ability to learn new systems quickly, troubleshoot data and workflow issues, document processes, and train others on standard procedures Clear written and verbal communication and the confidence to follow up with leaders and cross-functional partners when inputs or decisions are late Sound business judgment, service orientation, and proven ability to handle confidential information with diplomacy and discretion Plans and Aligns Ensures Accountability Manages Ambiguity and Demonstrates Agility Communicates Effectively Process Ownership Systems and Data Stewardship Attention to Detail and Accuracy Job Scorecard Executive and Leadership Support Responsibility KPI / Metric Success Indicator (Annual Target) Calendar and Priority Management Calendar accuracy, responsiveness, and protected priority time Selected calendars remain current, conflict-free, and aligned to agreed priorities Meeting requests acknowledged or resolved within one business day No preventable missed or double-booked priority commitments Meeting Effectiveness and Follow-Through Preparation quality, timeliness, and action closure Agendas and materials distributed by agreed deadlines Notes, decisions, and actions distributed within one business day when requested At least 95% of assigned actions have a current owner, due date, and status Travel and Expense Administration Accuracy, policy compliance, and timeliness Approved travel booked within budget and policy Expense reports submitted accurately within agreed timelines Documentation is complete, with no recurring reconciliation issues Office Operations and Corporate Administration Responsibility KPI / Metric Success Indicator (Annual Target) First Point of Contact Professionalism, hospitality, and responsiveness Visitors and callers receive a prompt, professional, and welcoming experience Visitor requirements and office protocols are communicated consistently Employee or visitor issues are resolved or routed within one business day Office Readiness and Supplies Site readiness, availability, and issue resolution Office, meeting rooms, shared spaces, equipment, and supplies are ready for daily use Critical facility or technology issues are escalated promptly and tracked to closure Routine needs are fulfilled without recurring stock-outs or preventable disruptions Meetings Events and Customer Visits Execution quality and stakeholder experience Logistics are confirmed in advance and delivered within approved budget No preventable missed deliverables for priority meetings, events, or customer visits Post-event actions and invoices are closed within agreed timelines Purchase Orders Vendors and Budget Accuracy, control, and timeliness Office purchase orders, invoices, and vendor records are accurate and current Spend is tracked monthly and remains within approved budget or is escalated in advance No recurring late-payment or documentation issues caused by incomplete administration Samples and Branded Merchandise Inventory accuracy and fulfillment Requests are fulfilled within agreed service levels and tracked through delivery Inventory is reviewed monthly, with reorder triggers and exceptions communicated Sample and merchandise storage areas remain organized and audit-ready Employee Onboarding Support Day One readiness and coordination Workspace, supplies, access coordination, and office orientation are ready for every scheduled new hire Open onboarding issues are routed promptly and tracked to closure Process Improvement Standardization and measurable efficiency Core recurring processes have current owners, documented steps, and accessible templates At least two meaningful administrative or office-process improvements are implemented annually New Item Setup and Product Data Systems Responsibility KPI / Metric Success Indicator (Annual Target) New Item Setup Workflow On-time completion, first-pass quality, and launch readiness 100% of requests are logged with owner, required inputs, due date, and current status At least 98% of required fields and attachments are accurate and complete at first submission No avoidable customer setup or launch delays caused by missed administrative deadlines Salsify Syndigo and Portal Administration Data completeness, currency, and system reliability Approved product content is entered and published by agreed customer or launch deadlines Critical errors are acknowledged within one business day and resolved or escalated to the appropriate owner Quarterly audits confirm active items are complete and consistent across designated systems Cross-Functional Input and Approval Control Clear ownership, timely inputs, and compliant submission Every required field has a named source-data owner and approver Missing, conflicting, or unapproved inputs are escalated before external submission No product claims, pricing, dimension, or other controlled data are changed without authorized input System Documentation Access and Training Process continuity and user effectiveness Current standard operating procedures and templates are maintained for all core item-setup workflows User-access reviews are completed at least quarterly for systems administered by the role Basic training and reference materials are available to recurring requestors Responsibility KPI / Metric Success Indicator (Annual Target) Inventory Review and Opportunity Preparation Visibility, speed, and completeness Approved excess, short-dated, obsolete, and discontinued inventory is reviewed on the agreed cadence Opportunity files contain accurate item, quantity, location, dating, and handling information At-risk inventory and stalled decisions are escalated promptly Approved Liquidation Execution Compliance, cycle time, and recovery 100% of external offers and commitments have documented pricing, terms, channel, and disposition approvals Approved opportunities are issued to authorized partners within the agreed turnaround time Orders, shipment coordination, and exceptions are tracked through final delivery Reconciliation and Reporting Financial closure and decision visibility A monthly report shows inventory offered, units sold, recovery value, remaining exposure, and status Completed transactions are reconciled with Finance, Customer Service, and Supply Chain No recurring open credits, deductions, or documentation gaps attributable to process administration Competencies for Success in the Role Competency Description Plans and Aligns Creates clear plans, sequences work, and manages competing deadlines across leaders, functions, customers, and vendors. Ensures Accountability Clarifies owners and due dates, follows up directly, and escalates when inputs or decisions put outcomes at risk. Manages Ambiguity and Demonstrates Agility Adapts quickly to changing priorities while maintaining accuracy, composure, and focus on closure. Communicates Effectively Shares clear, concise updates and communicates professionally with leaders, employees, customers, vendors, and external partners. Customer Focus Creates dependable internal and external experiences and understands how timely, accurate administration supports customers and growth. Acts with integrity, follows through on commitments, and handles confidential or commercially sensitive information appropriately. Process Ownership Runs repeatable workflows from intake through completion, maintains visibility, and closes gaps rather than simply passing tasks along. Systems and Data Stewardship Maintains accurate, complete, and controlled product and customer information across designated systems. Organization and Prioritization Uses practical tools and routines to manage calendars, office needs, projects, and time-sensitive business processes. Attention to Detail and Accuracy Checks item data, documents, orders, expenses, and logistics carefully before submission or release. Business Insight and Judgment Understands approval boundaries, identifies risk, and seeks the right input before making commitments. Resourcefulness and Problem Solving Diagnoses issues, finds practical solutions, and works across teams to keep activity moving. Relationship Management and Service Orientation Builds trust with leaders, peers, employees, customers, vendors, and liquidation partners while maintaining clear expectations. Documents work, simplifies recurring processes, and uses systems and automation to reduce manual effort and error. What we expect: Values-led: You’ll be a member of a thoughtful and compassionate team that prioritizes respect, teamwork and resourcefulness along with a good dash of fun. Sometimes, even making granola bars is hard, and life’s too short to take ourselves so seriously that we don’t enjoy the journey. Unparalleled experiences and opportunities : We’re still determining who we are and what we can be. Help us shape what this organization will look like and what we’ll offer the world, into the future. This means rolling up your sleeves and sometimes building the process – fast! – while employing it. At Riverside, progress occasionally means proceeding imperfectly, and we’re okay with that, as long as we’re staying true to our values and learning and improving along the way. Access to everyone: We’re a flat organization with few silos which means you’ll have full access to everyone from our founders to our production staff. Even when employees dress up, they wear steel-toed shoes. So don’t be shy. Speak up, share your ideas and go places you normally wouldn’t – like the plant, or the boardroom. Personal development : We’ll support and empower you to chart your own path and reach any heights you set for yourself. Career paths at Riverside are carved by the people walking on them, not dictated by leaders. Count on us to give you the training and tools to grow and progress. Gratitude : As a growing business, we can’t always offer formal recognition like awards programs, but we do show our true gratitude and appreciation. At Riverside, we’re all in this together and we value you. Be a Riverside Brand Ambassador: Stay relentlessly close to our consumers and represent the brand in every interaction, decision, and deliverable. Bring the consumer voice into your work by protecting product quality, availability, and experience, acting early when standards slip, and delivering consistent value that earns trust, advocacy, and long‑term brand love. What We Offer: Values-led: We don’t cut corners or step on anyone or anything on our way to our summit. There is no winning at all costs here. Every step you take must align with our values, no compromises. Courageous determination: As a family‑run, rapidly growing business, we are often challenged to find ways to deliver that aren’t obvious or easy. You must be willing to try, ask and answer challenging questions, test and learn, turn over every stone, keep moving forward and help us find a way through. Resourcefulness and grit will be your constant companions at Riverside and will serve you well. Humility: We’re a small (but growing) fish in a sea of whales and sharks. We know the products we offer are some of the healthiest and most sustainable, but we don’t brag about it, and know we have a steep path ahead. We pride ourselves in being respectful and supportive of others while shining brightly through our innovative, high-quality products. There isn’t one superstar at Riverside. We take turns leading the way as we climb to the summit. Continuous improvement: As a learn‑as‑we‑go organization, we rely on each other to continuously improve everything we touch to make it better, more efficient, more sustainable, and more endearing to customers, consumers, employees, vendors, partners and the community. We own our mistakes and learn from them as we wind our way to the top. Wait! There’s more! Immerse yourself in our comprehensive benefits program, with Riverside taking care of the costs! RRSP matching or 401k matching for an empowered financial journey Eligibility to participate in Riverside's Profit Sharing Plan Join Employee‑Led Resource Groups (ERGs) championing mental health, sustainability, diversity, women, and LGBTQ+ rights Develop your career further through our Riverside University program and with our Tuition Reimbursement Program An open concept work environment that embodies our Values Please note this role is an existing vacancy. Salary Range $70,000 - $80,000 USD At Riverside, we are committed to transparency and fairness in our compensation and job posting practices. The range above reflects the target compensation for the position at the time of posting. Exact compensation will be determined based on experience, skill set, education, and training, as well as other organizational needs, while balancing internal equity. #J-18808-Ljbffr Riverside Natural Foods Ltd.