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Salary: USD 70,000 - 80,000 / annual
Riverside Natural Foods Ltd., a Canadian-based, family-owned, B-Corp certified company manufacturing nutritious snacks (MadeGood, GOOD TO GO), seeks an Executive and Corporate Assistant for its U.S. office in Chicago. This role is the operational backbone of the U.S. office and a key owner of recurring business processes.
You will combine people-facing office leadership with detail-intensive process ownership. Key responsibilities include:
**Executive and Leadership Support:** Manage selected executive calendars, protect time for priorities, and resolve scheduling conflicts. 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.
**Office Operations:** Serve as the U.S. Site Ambassador, creating a warm, professional experience for employees, visitors, candidates, customers, and vendors. Maintain a safe, organized, well-equipped office including supplies, meeting rooms, shared spaces, amenities, and access. Partner with Facilities, IT, People & Values, and external vendors to resolve office issues. Create and manage 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. Drive practical process improvement and standardization.
**New Item Setup and Product Data Systems:** Own the end-to-end administrative workflow for new item setup, from intake through system entry, submission, validation, and completion. Enter, maintain, and audit product information in Salsify, Syndigo, and retailer/customer portals. Maintain a tracker for item setup requests, owners, dependencies, due dates, status, and exceptions; proactively escalate risks. Coordinate with Sales, Marketing, Regulatory & 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. Maintain SOPs and conduct recurring data-quality reviews.
**Liquidation Coordination:** Coordinate recurring reviews of excess, short-dated, obsolete, and discontinued inventory. Prepare approved inventory lists and opportunity packages. Administer approved liquidation activity including bid collection, order documentation, customer setup, shipment coordination, invoicing, and issue resolution. Confirm required approvals before making external commitments. Maintain clear reporting on inventory offered, units sold, recovery value, aging, and transaction closure.
**Sales, Marketing, and Employee Coordination:** Coordinate product samples and materials for customer meetings, sales programs, and approved marketing activities. Maintain organized sample and branded-merchandise inventory. Partner with People & Values and hiring managers to deliver a prepared Day One experience. Provide coordination support for U.S. leadership meetings, customer visits, and company events. Coordinate execution for trade shows (UNFI/KeHe, Expo West, Sweets & Snacks) and demos.
Reports to the US Sales Strategy Manager. No direct reports; leads cross-functional workflows through influence, service, and disciplined follow-through.
**Requirements:**
- 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
- 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
- Clear written and verbal communication and confidence to follow up with leaders and cross-functional partners
- Sound business judgment, service orientation, and proven ability to handle confidential information with diplomacy and discretion
