POSITION SUMMARY
The Executive Assistant provides high-level administrative and operational support directly to Cedar Valley's Chief Executive Officer and Chief Operating Officer, serving as a trusted right hand across calendar management, cross-functional coordination, board and investor logistics, and the fast-moving cadence unique to a consumer-packaged goods organization — from retailer meetings and category reviews to trade shows and new product launches. This role requires someone who understands (or can quickly learn) the rhythm of the CPG calendar and can anticipate the needs of two executives operating across sales, marketing, supply chain, and finance.
KEY RESPONSIBILITIES
Executive & Calendar Support
- Manage complex, shifting calendars for the CEO and COO, proactively resolving conflicts and prioritizing time against critical retailer, board, and cross-functional commitments.
- Coordinate domestic and occasional international travel, including logistics for retailer headquarter visits, trade shows, broker summits, and manufacturing/co-packer site visits.
- Prepare, proofread, and format executive communications, presentations, and correspondence, including board decks, investor updates, and retailer-facing materials.
- Process expense reports, purchase orders, and invoices in line with company policy, including trade show and travel spend.
CPG-Specific Cross-Functional Coordination
- Support scheduling and logistics for key retailer touchpoints — category reviews, line reviews, and buyer meetings with partners such as Walmart, Target, Kroger, and Costco.
- Coordinate internal meeting cadences tied to the teams calendar requirements, including Sales & Operations Planning (S&OP), monthly and quarterly business reviews, and others as they come.
- Assist coordinating logistics for major industry trade shows and events (e.g., Expo West, Sweets & Snacks Expo, national broker conferences), including booth staffing schedules, travel, and meeting agendas.
- Liaise with brokers, distributors, co-manufacturers, suppliers and retail partners as needed to schedule meetings and maintain executive contact calendars.
Operations, Compliance & Project Support
- Order and manage office and operational supplies to keep the executive office and broader team running smoothly.
- Coordinate outbound product sample shipments to retail buyers, brokers, co-manufacturers, and trade show contacts, tracking orders through to delivery.
- Prepare and submit required regulatory filings — including Ontario's Blue Box (extended producer responsibility) annual packaging report — tracking deadlines and compiling supporting documentation.
- Support grant and funding applications by gathering required documentation, coordinating input from Finance and leadership, and tracking submission deadlines.
- Collect, organize, and maintain documents and materials for active projects, meetings, and retailer or board presentations, ensuring the right version is always accessible to stakeholders.
- Coordinate the printing and production of materials — sell sheets, presentation decks, signage, and event collateral — with internal teams or outside print vendors.
Meetings, Board & Governance Support
- Own logistics for leadership team meetings, offsites, and board of directors meetings, including scheduling, room/vendor booking, and materials preparation.
- Take detailed notes during meetings and events, and distribute clear, action-oriented summary emails to attendees and stakeholders afterward.
- Maintain confidentiality on sensitive business matters, including financial performance, retailer negotiations, and organizational changes.
Office & Team Operations
- Serve as a key point of contact between the executive office and internal departments (Sales, Marketing, R&D, Supply Chain, Finance, HR).
- Help plan company events, team offsites, and culture initiatives that support a fast-growing CPG organization.
- Perform other duties, ad hoc projects, and special initiatives as assigned by the CEO and COO; flexibility and a proactive, no-task-too-small mindset are essential in this fast-paced environment.
QUALIFICATIONS
Required
- 2–3 years of experience as an Executive Assistant or administrative professional, ideally supporting senior leadership within CPG, retail, or a related consumer-facing industry.
- Demonstrated ability to manage complex calendars, travel, and competing priorities across multiple stakeholders with discretion and professionalism.
- Advanced proficiency in Microsoft Office and/or Google Workspace (calendar, slides/decks, spreadsheets); comfort with expense and travel platforms
- Exceptional written and verbal communication skills, with strong attention to detail in executive-facing materials.
- Proven ability to work cross-functionally and build trusted relationships with internal teams and external partners such as brokers, retailers, and vendors.
Preferred
- Prior experience supporting executives in a CPG, food & beverage, beauty, or household products company.
- Familiarity with retailer portals, category review cycles, or trade promotion/trade spend processes.
- Experience coordinating logistics for industry trade shows or large-scale broker/retailer events.
- Experience supporting board of directors meetings or investor relations activities.
SKILLS & COMPETENCIES
- Discretion and sound judgment when handling confidential business, financial, and personnel information.
- Highly organized with strong prioritization skills in a fast-paced, deadline-driven environment.
- Resourceful problem-solver who anticipates needs before being asked.
- Polished, professional presence when interfacing with retail buyers, board members, investors, and senior leadership.
- Adaptable and calm under pressure, comfortable with shifting priorities typical of a growing CPG business.
Pay: $60,000.00-$70,000.00 per year
Education:
- Bachelor's Degree (required)
Experience:
- Executive Assistant: 2 years (required)
Work Location: In person
