Executive and Corporate Assistant

Prelude Growth; Chicago (IL); On-site; USD 70,000 - 80,000; Full time

Job summary

Riverside Natural Foods Ltd. seeks an Executive and Corporate Assistant to support the US executive team and manage critical office operations.

You will coordinate calendars, travel, and expense reporting while handling data integrity for product information in key systems. You'll own end‑to‑end workflows for item setup, coordinate with multiple departments, and ensure timely liquidation and inventory processes.

Qualifications

• Minimum 2 years of experience in office management, executive or administrative support.
• Degree or diploma in business administration or related discipline, or equivalent experience.
• Experience in consumer packaged goods, food, retail, distribution, or data‑intensive environments preferred.

Responsibilities

• Manage executive calendars, coordinate meetings, travel, and expense reporting.
• Maintain office operations, supplies, and vendor records within approved budgets.
• Coordinate item data setup and product information in Salsify and Syndigo; ensure data accuracy and timely completion.
• Oversee liquidation coordination, inventory review, and reporting of stock status.

Skills

Organization

Prioritization

Communication

Discretion

Education

Business administration degree

Tools

Salsify

Syndigo

GDSN

ERP/CRM tools

Job description

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.

You can learn more about us at www.riversidenaturalfoods.com.

Position Summary

The Executive and Corporate Assistant is 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 escape 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

Liquidation Coordination

• 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; escape 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

Key Competencies

• Plans and Aligns
• Ensures Accountability
• Manages Ambiguity and Demonstrates Agility
• Communicates Effectively
• Process Ownership
• Systems and Data Stewardship
• Attention to Detail and Accuracy
• Resourcefulness
• Instills Trust

Salary Range

Please note this role is an existing vacancy.

• $70,000 — $80,000 USD

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.

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