Administrative Assistant - Sales and Merchandising

SUMMARY

The Administrative Assistant provides advanced, detail-oriented support to the SVP and GVP’s of Sales & Merchandising within Northeast Shared Services. This role requires high-level organizational, communication, and technical skills to support a fast-paced, deadline-driven environment. The Assistant manages sensitive information with discretion, coordinates executive schedules, supports departmental reporting, and serves as a critical liaison between leadership, internal teams, and external partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Support

• Manage and coordinate daily schedules, calendars, and priorities for the SVP and GVP’s.
• Screen and route incoming calls, emails, publications, and confidential correspondence.
• Prepare, proof, and format executive-level presentations, departmental reports, spreadsheets, and documents.

Sales & Merchandising Administrative Operations

• Assist with the preparation of category reviews, vendor meeting materials, promotional schedules, and sales performance reporting.
• Maintain and organize files related to contracts, vendor agreements, product information, category plans, and promotional calendars.
• Support coordination of meeting materials, and seasonal planning needs.

Meetings, Events & Logistics

• Coordinate departmental and cross-functional meetings, ensuring agendas, materials, and follow-ups are prepared.
• Organize travel arrangements and itineraries for executives and team members, including multi-location travel to corporate offices, vendor sites, and store locations.
• Assist in organizing vendor summits, team events, and business reviews as needed.

Office & Departmental Coordination

• Order and maintain office supplies and department resources.
• Provide administrative support to broader Sales & Merchandising teams as needed, including coordinating deadlines and distributing communications.
• Serve as department point-of-contact for internal administrative processes, policy updates, and shared service requests.

Confidential Records & Reporting

• Maintain confidential files, metrics, departmental reports, and leadership documents.
• Support budget tracking activities including invoice processing, expense reporting, and maintaining department logs.

MINIMUM QUALIFICATIONS

• Consistently meets or exceeds performance expectations.
• Excellent written and verbal communication skills, including professional correspondence and executive-level presentation formatting.
• Strong organizational and time-management abilities with the ability to handle multiple priorities.
• High proficiency in Microsoft Office suite: Word, Excel, PowerPoint, Teams, Outlook; SharePoint experience preferred.
• Ability to work independently and with limited direction while managing sensitive and confidential information.
• Typing proficiency of 60 WPM.

EDUCATION AND EXPERIENCE

• Vocational, specialized training, or equivalent professional experience.
• Minimum of 3–5 years of administrative support, preferably supporting executives or within retail, sales, merchandising, or shared services environments.