Corporate Legal Assistant / Executive Assistant / Office Administrator
12–18 Month Maternity Leave Contract
Start: ASAP
About Us:
We are looking for a Corporate Legal Assistant / Executive Assistant / Office Administrator to join our growing food science company. If you have a passion to learn and grow your career, we want you on our team!
Qualifications:
· Diploma or certificate in Legal Administration/Executive Administration/Office Administration, or an equivalent field.
· Minimum of 5 years’ experience as a Legal Assistant, Executive Assistant, or Office Administrator, preferably within a corporate environment.
· Proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint) and Adobe Acrobat.
· Strong organizational, time management, and communication skills, both written and verbal.
· High degree of professionalism, discretion, and independent judgment.
· Ability to maintain confidentiality and accuracy while managing competing priorities.
· Strong interpersonal skills with the ability to effectively liaise with personnel at all levels of the organization.
· Flexibility to work extended hours when required.
Responsibilities:
Executive Support
· Serve as Executive Assistant to the Chief Executive Officer (CEO) and Chief Legal Officer (CLO), providing high-level administrative, discretionary, and strategic support.
· Manage and coordinate the CEO and CLO’s schedules, ensuring efficient prioritization of meetings, deadlines, and key initiatives.
· Coordinate and support Board of Directors meetings, including scheduling, preparation of materials, and meeting logistics.
Legal & Business Operations
· Provide customer service support related to vendor agreements, onboarding documentation, and non-disclosure agreements (NDAs).
· Oversee onboarding for new vendors and maintain organized records of distributors, business agreements, and strategic partnerships.
· Support the CLO by tracking legal deadlines and organizing documentation related to audits and compliance matters.
Finance & Accounting Support
· Manage accounts payable for Headquarters, including tracking invoices, processing payments, and maintaining accurate records.
· Assist the CFO and Controller with maintaining up-to-date accounts payable documentation and provide audit support by organizing financial records, ensuring proper filing, and maintaining accurate document tracking.
Human Resources Support
· Prepare onboarding packages and employment documentation for full-time employees, interns, and consultants.
· Facilitate employee onboarding by collecting required documentation, assisting with extended health care enrollment, and responding to general HR inquiries.
· Track and maintain employee records, including vacation entitlement, sick days, and leaves of absence.
· Provide process documentation, procedural templates, and ongoing administrative support
Office Management
· Track and order office supplies as needed.
· Assist in maintaining a clean, organized, and safe work environment.
· Monitor customer service emails and direct them to the appropriate departments.
· Track product inventory and order new samples as needed.
· Track, prepare, and ship packages.
How to Apply: Forward your resume to Careers@Borealisfoods.com
We are an equal opportunity employer and consider all qualified applicants equally without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.
Corporate Legal Assistant / Executive Assistant / Office Administrator • Oakville, ON, Canada
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