Legal Executive Assistant

Atlantic; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading Canadian company in the paper and packaging industry is seeking an experienced Executive Assistant to support the CFO. This role requires high-level administrative support and discretion, as well as collaboration with various stakeholders. Ideal candidates will have a strong background supporting C-suite executives, exceptional communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• 5+ years of executive-level administrative experience supporting C-suite executives.
• Demonstrated ability to handle confidential and sensitive information.
• Experience coordinating events and managing large-scale administrative projects.

Responsibilities

• Provide comprehensive executive support to CFO, including managing schedules.
• Organize and coordinate Board and communications, and plan large-scale events.
• Read and provide initial review of legal documents.

Skills

Communication

Organizational skills

Problem-solving

Confidentiality

Interpersonal skills

Education

Post-secondary education in business administration

Tools

Microsoft Office

Job description

Atlantic Packaging is a service-driven leader in the paper and packaging industry, proudly Canadian, and one of the largest paper manufacturers in the country. With a strong focus on sustainability and innovation, we employ approximately 3,500 people across Ontario, Quebec, and the United States, operating eight manufacturing plants and four distribution centers.

We are seeking an experienced and proactive Executive Assistant to the Chief Financial Officer (CFO) to join our team at our Corporate Office in Scarborough.

Position Summary :

Reporting directly to the CFO, the Executive Assistant will provide high-level administrative and executive support in a fast-paced and confidential environment. This role demands a high degree of professionalism, discretion, and initiative. The successful candidate will also work collaboratively with other Executive Team Members and key internal and external stakeholders, including legal counsel, consultants, shareholders, and municipal representatives.

Key Responsibilities :

• Provide comprehensive executive support to the CFO, including managing schedules, organizing meetings, prioritizing communications, and preparing confidential documents.
• Draft, review, and send communications on behalf of the CFO.
• Organize and coordinate Board and governance-related meetings, ensuring timely distribution of materials and follow-up.
• Liaise with shareholders, legal representatives, consultants, and external partners, including possible coordination with municipalities and lobbying groups on community and planning matters.
• Plan and execute large-scale events and projects (e.g., holiday events, employee clothing programs, offsite meetings), often requiring collaboration across departments and functions.
• Maintain and organize both physical and electronic filing systems with attention to detail and data integrity.
• Read, understand, and provide initial review of legal documents and basic contracts; legal experience is considered an asset.
• Manage travel bookings, itineraries, and expense reports for the CFO.
• Coordinate, compile, and format materials for presentations, board meetings, and other high-level forums.
• Conduct research, compile background information, and prepare briefing materials for the CFO as needed.
• Anticipate and prioritize the CFO’s needs, demonstrating sound judgment and a high level of initiative.
• Assist with additional projects and tasks as required.

Qualifications :

• 5+ years of executive-level administrative experience, ideally supporting C-suite executives in a corporate or legal environment.
• Post-secondary education in business administration, office management, or related field is preferred.
• Exceptional written and verbal communication skills to effectively collaborate with teams and stakeholders
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Strong organizational and time-management skills, with the ability to juggle multiple priorities under pressure.
• Excellent interpersonal skills and the ability to interact with individuals at all levels inside and outside the organization.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with board management software is an asset.
• Experience coordinating events and managing large-scale administrative projects.
• Logical thinker with the ability to make independent decisions and follow through on tasks with minimal supervision.
• Strong problem-solving skills with the ability to analyze challenges, identify solutions and implement effective strategies.
• Legal knowledge or experience working with contracts and legal counsel is a strong asset.

Customer Focus - Personally demonstrates that external and internal customers are a high priority. Identifies customer needs and expectations and responds to them in a timely and effective manner. Anticipates and prevents delays or other things that can adversely affect the customer. Keeps customers informed about the status of pending actions and audits customer satisfaction with products or services.

Decision Quality - Gathers enough information to allow a pragmatic assessment of risks and benefits of alternative approaches in any decision. Stays focused on objectives and considers both the short-term and longer-term impact of decisions and keeps objectives in mind throughout the process. Communicates the impact and implications of decisions. Completes the appropriate level of due diligence required to make a quick, accurate decision.

Drive for Results - Achieves results within established timelines. Understands and demonstrates that intentions, activities and results are not the same. Pursues everything with energy, drive, and a need to finish; does not give up before finishing, even in the face of resistance or setbacks; consistently challenges self and others for results.

Leadership - The expectation of leadership is not reserved solely for only those who are in positions of authority, but from all employees. They demonstrate high integrity and are motivated by wanting to make a real difference to people by delivering a high quality service for their customer and the organization. In positions of authority they : invest in development for the right people and identify and develop future leaders, and coach and provide candid feedback to others. They are visible and they model behaviours, competencies and values expected and inspire others to undertake challenging tasks and projects.

Teamwork - Is an effective team player who adds complementary skills and contributes valuable ideas, opinions and feedback. Communicates in an open and candid manner and can be counted upon to fulfill any commitments made to others on the team. Ensures the right stakeholders are informed and involved where necessary. Is ready to “roll up their sleeves” as necessary.

Think and Act like an owner - Thinks and cares about the organization like an owner. Commits to and upholds organizational values, and core behaviours even under difficult circumstances. Demonstrates a strong sense of responsibility and dedication to the success of the organization. Takes appropriate risks, holds self and others accountable for measurable, high-quality, timely, and cost-effective results and openly raises a challenge even if others don’t.