Executive Buying Assistant

The Paper Store is committed to being the premiere destination for all of our customer’s gift-giving needs. Our mission is to share our passion for The Paper Store with each customer, during each visit, by going above and beyond their expectations for both selection and service.

The Executive Buying Assistant is responsible for directly assisting, supporting, and communicating with the Buying Department and Management Team to ensure that day-to-day business runs smoothly, accurately, and efficiently.

The Executive Buying Assistant reports directly to the Vice President of Purchasing.

COMPETENCIES:

• Accountability: Demonstrates a sense of corporate responsibility. Takes personal ownership and responsibility for the quality and timeliness of work. Ensures that actions are consistent with words.
• Communication: Communicates information with consistency and clarity; uses active listening to effectively understand and provide feedback. Adjusts communication style to suit the audience to promote engagement and increase understanding.
• Creativity and Initiative: Forward-thinking, recognizes opportunities and finds new ways of doing things and implements improvements whenever possible. Encourages creativity and innovation.
• Professionalism: Maintains a professional and positive manner even under changing or uncertain conditions. Works well with a wide range of individuals to provide support, encouragement and direction. Engages others to accomplish organizational and departmental goals. Is seen as a role model.
• Personal Development: Displays self-awareness, a high level of energy, persistence and a positive outlook. Continuously seeks ways to improve and learns from mistakes and constructive feedback.

KEY RESPONSIBILITIES:

• Be a TPS brand ambassador
• Approve weekly payroll for buying department, including adjusting time punches as needed; Approve time off requests in ADP
• Arrange travel for the buying and management team; This includes booking flights, hotels, train, and car-service
• Create and post job descriptions; Review resumes and recommend candidates; Schedule interviews with candidates
• On-board new hires and arrange with IT to set-up in the system
• Process paperwork for employee terminations
• Maintain schedule and plan meetings for VP of Merchandising; Also responsible for meeting prep which may include lunches, flowers, transportation etc.
• Create Decks to secure key vendors
• Process expense reports
• Prepare reports, schedules, paperwork copies and supplies for trade shows
• Track samples and return samples to vendor when necessary
• Track and report on Catalog Coop dollars
• Daily email of vendor pre-payment requests for accounting team
• Ad hoc market research and special projects as requested

Reporting:

• Run and format sales reports per request of VPs
• Knowledge of all reports in Merch Analytics and Infobase
• Knowledge of all reports in Quantisense
• Provide analysis of sales; sell through, turn, and gross margin on a weekly, monthly, quarterly, and seasonal basis
• Knowledge of basic formulas for retail: turn, gross margin, net margin, net profit, sales per square foot, % increase or decrease, % to total

Organization and Database Management:

• Build and maintain style lists for promotions, markdowns, special events, table statements, components, vendors etc. Add/remove items as necessary to ensure accuracy
• Create collages/reports of new products upon requests from the buyer
• Create Catalog Collages for Marketing and E-commerce
• Create Vendor Information Sheets, Markdown Collages for stores
• Update vendor information in the computer
• Open order report clean-up
• PO cleanup and maintenance
• Promo requests
• Style maintenance: update costs, pubs, and descriptions as needed
• Retail price change requests
• First run-throughs of catalog proofs

Vendor and Order Management:

• Create transfers
• Place orders and reorders and follow up with vendors to receive shipping confirmations, verify costs, and availability
• Contact and follow up with vendors for product samples, new SKU information, cancellations, damages and management of backordered goods, best seller lists, catalogs, etc.
• Create Split Sheets for new product
• Create orders for new stores or new SKUs based on pre-determined quantities
• Order Fineline labels for pre-ticketed product.
• Research DC discrepancies for cost, upc, retail issues
• Responsible for management of fixtures: request from vendor, entering fixture breakdowns in Sharepoint
• Manage and distribute fixtures from office stockroom as warehouse doesn’t house fixtures anymore
• Create New Fixture Order for new stores

JOB REQUIREMENTS:

• Proficient in Microsoft Excel and PowerPoint
• Organized and detail-oriented
• Ability to multitask in a fast-paced environment
• Problem solving skills
• Ability to learn new systems
• Professional communication skills
• Retail experience preferred
• Ability to work 3+ days/week at the Corporate Office in Acton, MA
• Professional presentation in attire, demeanor, and appearance

The Paper Store is an equal-opportunity employer and considers all qualified applicants for employment without regard to race, color, national origin, religion, sex, disability, age, veteran status, or any other classification protected by state, local or federal law.