Administrative Assistant - Retail Buying & Merchandising

About the role

The Administrative Assistant - Retail Buying & Merchandising provides day-to-day administrative and operational support to the Director – Retail Buying & Merchandising. This role helps coordinate priorities across multiple retail stores located within the mall and the company’s hospitality properties.

Responsibilities

• Provide comprehensive administrative support to the Director – Retail Buying & Merchandising.
• Serve as an administrative point of contact for store leaders, hospitality teams, vendors, and internal business partners.
• Coordinate communication, deadlines, and documentation across multiple retail stores within the mall and hospitality properties.
• Maintain organized files, vendor records, product information, contracts, presentations, reports, and department correspondence.
• Assist with purchase orders, invoice processing, expense reports, payment documentation, and vendor onboarding.
• Track product orders, samples, shipments, deliveries, and outstanding vendor follow-ups.
• Support the preparation and maintenance of sales, inventory, allocation, and product performance reports.
• Update departmental trackers, merchandising calendars, assortment documents, store lists, and shared resources.
• Support inventory transfers and product allocation communication between store locations, as directed.
• Partner with Finance, Accounting, Marketing, Operations, store teams, and hospitality teams to support departmental priorities.
• Handle confidential information with discretion and assist with other retail buying, merchandising, and administrative duties as assigned.

Requirements

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business, Retail, Merchandising, Hospitality, or a related field is preferred.
• Two or more years of administrative support experience; experience supporting retail, buying, merchandising, fashion, or hospitality teams is preferred.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and locations.
• Excellent attention to detail and commitment to maintaining accurate records and documentation.
• Strong written and verbal communication skills.
• Professional and service-oriented approach when working with leaders, store teams, hospitality teams, vendors, and business partners.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with purchase orders, invoices, expense reports, inventory systems, merchandising systems, or retail reporting tools.
• Ability to work independently, exercise sound judgment, and take initiative.
• Ability to adapt to changing priorities in a fast-paced environment.
• Ability to maintain confidentiality and visit retail stores within the mall and hospitality properties as needed.