Product Buyer, Associate - Event Gifting

Job Description

Job Description

POSITION PURPOSE:

The Associate Product Buyer – Event Gifting is responsible for supporting the planning and execution of Event Gifting programs. Event Gifting is a component of larger, corporate events where guests are gifted meaningful products and/or experiences that are relevant to the event and create a memorable and lasting impression. Event Gifting also supports the other ITA Group solution lines with gifting needs. The Associate Product Buyer supports a team of Product Buyers who manage over 150 gifting opportunities annually.  

ACCOUNTABILITIES & PERFORMANCE EXPECTATIONS:

The primary responsibility of the Associate Product Buyer - Event Gifting is to support the Event Gifting Buyers in planning and executing Event Gifting programs for our internal and external clientele. Key tasks and responsibilities include: 

• The Associate Product Buyer will be responsible for managing and tracking incoming request for proposals, rework, and miscellaneous requests.  This includes: 
  • Ownership of the Event Gifting email inbox
  • Delegation and tracking of Proposal Requests to Buyers 
  • Confirm all information required for Buyer to develop proposal has been provided by Requester 
  • Creating/and or Managing client folders to capture required forms, documents, and communication
• The Associate Product Buyer will be responsible for management of supplier and client invoices: 
  • Ability to understand pricing strategies such as:  
    • How to negotiate wholesale discounts with suppliers
    • Applying margin/mark-up which meets ITA’s financial goals as well as provides value to clients 
    • Estimate shipping and taxes 
    • Ability to understand and estimate total Event costs, inclusive of staffing costs, travel costs, cost of “merchandising” the gifts (visual presentation – linens, décor, etc.), any communication elements included with event (ex. Event Gifting Vouchers)  
  • Post event, ability to reconcile estimated costs with final vendor invoices 
  • Approve and process supplier invoices and collaborating closely with Accounting department 
  • Supply detailed expense reports to be included in Client Invoices 
• Event Gifting is continuously researching and adding new Suppliers.  The Associate Product Buyer will be responsible for maintaining a current database of all Supplier information, inclusive of: 
  • Supplier Name
  • Contact Information 
  • Key Brands, Categories, and/or Products 
  • Negotiated Discounts 
  • Performance Notes 
• On an as-needed basis, The Associate Product Buyer may also be responsible for executing Event Gifting programs once orders are confirmed by the Buyer.  This is inclusive of: 
  • Placing & managing Purchase Orders with multiple vendors 
  • Securing accurate artwork and proof approval for custom orders
  • Disciplined document management; ability to follow internal processes for tracking, managing, and saving order information to allow cross-functional team members to access event gifting information 
• The Associate Buyer will be asked to develop creative proposals inclusive of new, exciting, and rewarding merchandise gifts and experiences: 
  • Ongoing, proactive research of products trending in the event gifting and retail space 
  • Collaboration with teammates to share product knowledge 
  • Ability to establish relationships with new and existing suppliers  
  • Ability to create visually pleasing proposals in Microsoft PowerPoint; Critical attention to detail is necessary; expected proposal accuracy of 100% 
  • Proposals to include rationale, description, and pricing related to various components of event Gifting: 
    • Merchandise 
    • Event Staffing 
    • Travel 
    • Taxes & Duties
    • Shipping & Handling 
    • Event Operations
    • Communication or Marketing Elements
  • Collaboration with our internal marketing group (Communications Solutions Group, or CSG) to provide event gifting programs that cohesively align with communication strategy of the event 

POSITION REQUIREMENTS:

• Experience in purchasing, inclusive of order management and accounting reconciliation preferred but not required
• Experience in a cross-functional, corporate environment preferred
• Knowledge of group event industry a plus 
• Ability to travel as needed 
• Understanding of merchandise pricing (margin and/or mark-up) 
• Excellent skills with Microsoft Office products, including Word, PowerPoint, Outlook and Excel
• Exceptional attention to detail and accuracy
• Excellent organizational and time management skills
• Superior oral and written communication skills.
• Ability to work the time necessary to complete projects and/or meet deadlines.