Legal Executive Assistant

Atlantic Packaging Products Ltd; Toronto; On-site; CAD 65,000 - 85,000; Full time

Job summary

A leading packaging company seeks an experienced Executive Assistant to support the Chief Financial Officer at their Corporate Office in Scarborough. The candidate will provide high-level administrative support, requiring professionalism and discretion, and will collaborate with various stakeholders. Key responsibilities include managing schedules, organizing meetings, and preparing confidential documents in a fast-paced environment.

Qualifications

• 5+ years of executive-level administrative experience, ideally supporting C-suite executives.
• Ability to handle confidential information with discretion.
• Experience coordinating events and managing administrative projects.

Responsibilities

• Manage schedules and organize meetings for the CFO.
• Liaise with shareholders and external partners.
• Prepare materials for presentations and board meetings.

Skills

Communication

Organizational skills

Problem-solving

Decision-making

Interpersonal skills

Education

Post-secondary education in business administration or office management

Tools

Microsoft Office Suite

Board management software

Job description

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 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. The role requires professionalism, discretion, and initiative. The successful candidate will 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 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 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 cross-departmental collaboration.
• Maintain and organize physical and electronic filing systems with attention to detail and data integrity.
• Review legal documents and basic contracts; legal experience is an asset.
• Manage travel bookings, itineraries, and expense reports for the CFO.
• Prepare materials for presentations, board meetings, and other forums.
• Conduct research and prepare briefing materials for the CFO as needed.
• Anticipate and prioritize the CFO’s needs, demonstrating sound judgment and 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 preferred.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Strong organizational and time-management skills.
• Interpersonal skills to interact effectively at all organizational levels.
• Proficiency in Microsoft Office Suite; experience with board management software is a plus.
• Experience coordinating events and managing administrative projects.
• Logical thinker with independent decision-making capabilities.
• Strong problem-solving skills.
• Legal knowledge or experience with contracts and legal counsel is a strong asset.

Competencies :

Customer Focus, Decision Quality, Drive for Results, Leadership, Teamwork, Think and Act like an owner.