Legal Executive Assistant

**Why Cosmetica?**

At Cosmetica, we pride ourselves on our ability to pinpoint our customer’s specific wants and needs. From conception to creation, our Marketing & Product Development teams work collaboratively to balance creativity and technical proficiency to bring our customer’s visions to life. Bring our creative side and create beauty in the world with us

Cosmetica is recognized for innovation, excellence, and commercialization with award-winning products. From concept to creation, we offer an unparalleled array of services that will inspire, create and deliver every step of the way. We value and recognize talent and want you to help us create beauty in the world

**What are we looking for**:
The primary responsibility of this position is to provide advanced administrative support to the VP, Legal and General Counsel and Executive Team. This incumbent is expected to be a well-rounded and flexible individual with a great attitude and willingness to learn. This individual must possess very strong communication skills, be detail-oriented, and self-directed to know what needs to be done with mínimal guidance.

The Executive Assistant is expected to represent the Executive Team with the upmost professionalism when interacting with internal and external contacts, while maintaining a high degree of discretion and confidentiality.

**What will you be doing**:
Legal
- Assist with the preparation and finalization of commercial contracts.
- Maintain and update Confidentiality and Non-Disclosure Agreements for clients and all other communication.
- Be the administrator for the contract management system and create required reports to track status of contracts.
- Liaise with external legal counsel and Company affiliates on corporate record keeping and corporate filings.
- Perform administrative duties including organize meetings, coordinate travel, prepare expense reports, order supplies manage incoming mail and calendars.
- Draft correspondence as required.

Administrative:

- Organize and expedite flow of work through the Executive Team’s offices.
- Systemize and maintain confidential files of the Executive Team’s correspondence, records, and other related matters, both paper and electronic as required.
- Prepare documents and reports as directed. Use of PowerPoint, Word, Excel, and other systems to produce high quality documents and presentations.
- Prepare periodic reports and minutes from source data or from drafts.
- Organize all clerical work required to put out key management reports, strategic plan, and business plan and prepare necessary presentations.
- Coordination and scheduling of various Executive and Board meetings.
- Prepare agenda for Executive Team’s review, records and logs action items and perform required follow up.
- Screen telephone calls and visitors determining priority and routing.
- Arrange meetings, book rooms and catering and ensure that all relevant documents and equipment are available for meetings.
- Arrange all business travel. Prepare itineraries; organize flights, accommodation, cars, currency, and visas.
- Arrange schedules for visitors as required. Coordinate meetings, book accommodation and transport for visitors and provide any general administrative support they may need.
- Handle inquiries in Executive Team’s absence, exercising judgment in referring them to appropriate channels.
- Effectively contribute to the Executive Team’s effectiveness by ensuring adequate preparation for meetings and by maintaining correspondence and work files.
- Open and sort mail for the company, prepare courier packages for the Executive Team and file documents as required.
- Requisition and manage office supplies and provide recommendations for purchase of office equipment for the Executive Team.
- Provide administrative support to other departments as required.
- Perform other related duties as assigned.
- Post-secondary education is required.
- Minimum 2 years of experience in administrative or executive assistant position;
- Previous experience dealing with corporate issues to respond appropriately to any given situation.
- Ability to handle sensitive and confidential information appropriately.
- Ability to work effectively under pressure and meet deadlines in an environment of changing priorities.
- Exceptional time management skills and takes initiative and follow through with tasks or projects given
- High level of proficient with technology and systems - MS Outlook, SharePoint, Teams, Word, Excel, PowerPoint, etc.
- Excellent planning and organizational skills to
- Excellent interpersonal skills to adapt and communicate positively and effectively with the Executive Team, their direct reports, and various internal and external contacts.
- Strong command of English language is mandatory, verbal and written skills.

**Extra “Glitter”**:

- French speaking and communication skills considered an asset.
- Experience in a legal setting considered an asset

**What we Offer