A service-driven paper and packaging products company, Atlantic Packaging has grown to become one of Canada's largest paper manufacturers and a leading producer of packaging products; employing approximately 1500 people, at eight manufacturing plants and four distribution centers.

Atlantic Packaging is seeking an Executive Assistant to the CFO for our Corporate Office located in Scarborough.

The successful candidate will be responsible for coordinating and providing high quality administrative support to the CFO, contributing to the overall success of Atlantic Packaging. This includes document drafting, managing incoming and outgoing communications, maintaining records, and other administrative duties as they arise.

This role will report to the CFO and/or a designated individual and will also work closely with other Executive Team Members and cross-departmental members.

SPECIFIC RESPONSIBILITIES

• Manage all inbound and outbound communications for the CFO (email, phone, etc.)
• Draft, review and send communications on behalf of the CFO
• Scheduling in-person and teleconference meetings, maintaining day-to-day agenda and appointments
• Prepare and organize key and relevant information for presentations and board meetings
• Prioritizing messages and key information to be brought to the attention of the CFO
• Gather documents and conduct research as needed
• Maintain various records and documents, filing both hard-copy and electronic documents
• Coordinate travel arrangements, handle itineraries, and expense reporting
• Occasional personal errands as required
• Planning of meetings and events (Internal townhalls, external banking/planning meetings, Team Building events and Volunteer events)
• Reviewing of legal documents and enacting as liaison between lawyers/consultants and the executive team
• Managing payments and reviewing invoices for legal files
• Acting as a conduit for employees and CFO
• Additional duties as assigned

QUALIFICATIONS:

• 5+ years experience in an executive assistant or administrative position
• Legal experience would be an asset
• Proficient in Microsoft Office 365 (Outlook, Word, Excel, and PowerPoint)
• Strong/effective communication and interpersonal skills
• Excellent organizational skills and the ability to prioritize multiple tasks
• Ability to work autonomously and with little direction in a high volume, fast paced environment
• Excellent team player
• Ability to present themselves in a professional manner
• Bachelor's Degree or College Diploma in Business Administration, Secretarial Studies or equivalent

Competencies:

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 after 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.