Executive and Corporate Assistant

Riverside Natural Foods Ltd. • Chicago, IL

4d • $70,000 - $80,000 • Onsite

About The Position

The Executive and Corporate Assistant is the operational backbone of Riverside Natural Foods’ U.S. office and owns recurring administrative and commercial workflows. The role provides administrative support to the U.S. Executive Team and helps maintain a professional, welcoming, safe, and well-equipped office. It coordinates selected executive calendars and meetings, travel and expenses, office vendors and purchases, visitor and employee experiences, customer visits, and events.

The position owns the administrative workflow for new item setup and product-data maintenance in Salsify, Syndigo, and designated retailer or customer portals. It tracks requests, dependencies, deadlines, and exceptions; coordinates approved source information with cross-functional teams; administers designated systems; and maintains procedures and data-quality practices. It also coordinates approved liquidation activity for excess, short-dated, obsolete, or discontinued inventory, maintaining documentation, status reporting, and follow-through. Functional partners retain approval authority for source data, product claims, pricing, commercial terms, and inventory-disposition decisions.

The role reports to the US Sales Strategy Manager and has no direct reports. It leads cross-functional workflows through influence, service, and disciplined follow-through. The position is an existing vacancy. Riverside describes itself as a Canadian-based, family-owned, globally operating, B-Corp-certified company committed to its values and continuous improvement.

Requirements

• At least 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.
• Strong organization, prioritization, project-management, and follow-through skills across 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, and strong Excel skills.
• Ability to learn systems quickly, troubleshoot data and workflow issues, document processes, and train others on standard procedures.
• Clear written and verbal communication, including confidence following up with leaders and cross-functional partners when inputs or decisions are late.
• Sound business judgment, service orientation, and ability to handle confidential information with diplomacy and discretion.

Nice To Haves

• Experience in consumer packaged goods, food, retail, distribution, or another item-data-intensive environment.
• Experience with Salsify, Syndigo, GDSN, retailer portals, ERP or CRM tools, or similar systems.

Responsibilities

• Role model and bring to life Riverside’s values.
• Manage selected executive calendars, protect priority time, resolve conflicts, and coordinate internal and external meetings.
• Coordinate leadership meeting logistics, agendas, pre-reads, catering, notes, decisions, and action-item follow-through.
• Arrange approved travel and complete expense reporting accurately and on time.
• Handle sensitive information and leadership requests with discretion, responsiveness, and sound judgment.
• Serve as the U.S. Site Ambassador and provide a warm, professional experience for employees, visitors, candidates, customers, and vendors.
• 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 vendors to resolve office issues and maintain site readiness.
• Create and receive purchase orders for office 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.
• Improve and standardize office and administrative processes.
• Own the 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 requirements in Salsify, Syndigo, and designated retailer or customer portals.
• Maintain a tracker of item setup requests, owners, dependencies, due dates, status, and exceptions; escalate 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.
• Administer 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.
• Coordinate recurring reviews 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.
• Report on inventory offered, units sold, recovery value, aging, remaining exposure, and transaction closure; promptly escalate stalled or at-risk inventory.
• 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 prepare Day One experiences, 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, demos, and other events.
• Maintain current process owners, documented steps, and accessible templates; implement meaningful administrative or office-process improvements.

Benefits

• RRSP matching or 401k matching.
• Eligibility to participate in Riverside’s Profit Sharing Plan.
• Employee-Led Resource Groups focused on mental health, sustainability, diversity, women, and LGBTQ+ rights.
• Career development through the Riverside University program.
• Tuition reimbursement program.
• Comprehensive benefits program, with Riverside taking care of the costs.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree