Executive Assistant & Merchandising/Social Media Coordinator

Job Description

About the Role

We are seeking a proactive, highly organized, and multifaceted Executive Assistant to CEO, Merchandising & Social Media Coordinator to join our team. In this role, you will provide executive and administrative support while coordinating daily operations for product samples, product information, photoshoots, e-commerce launches, and social media channels.

The ideal candidate thrives in a fast-paced creative environment, possesses meticulous attention to detail, and excels atcross-functional communication across design, web, and production teams to keep every deliverable moving on schedule.

Responsibilities

1. Executive & Administrative Support

• Calendar & Scheduling: Manage executive calendars, appointment requests, and shifting scheduling priorities.

• Communication Hub : Coordinate internal and external communications, acting as a key liaison and point of contactfor leadership.

• Special Projects: Oversee executive outreach, external partner relations, and ad-hoc special projects as directed.

2. Showroom & Meeting Management

• Daily Presentation: Maintain pristine presentation standards and aesthetic consistency across the showrooms.

• Meeting Logistics: Coordinate meeting logistics, calendar invites, leadership schedules, and catered lunches.

3. Social Media Management & Brand Engagement

• Account Management: Oversee daily management of official company social media accounts.

• Content Strategy & Creation: Conceive, create, and publish approved content in collaboration with internal teams,ensuring alignment with brand identity, voice, and strategic goals.

• Publishing & Scheduling: Build and maintain a consistent posting schedule aligned with the marketing calendar,campaign drops, and e-commerce go-live dates.

• Cross-Channel Alignment: Field cross-channel inquiries regarding social posts, email blasts, and product launches to ensure unified messaging.

4. Sample Tracking, Data Maintenance & Logistics

• Copywriter Liaison: Build and maintain style tracking charts with detailed notes for copywriters; review andapprove final product copy for each style.

• Cross-Functional Coordination: Coordinate sample tracking alongside Design and Technical teams to monitor garment status across the production cycle.

• Physical Logistics: Manage physical sample logistics, including receiving, unboxing, steaming, packing, unpacking,and shipping for out-of-office (OOO) appointments.

• Inventory Lifecycle: Manage the sample lifecycle by cataloging previous photoshoot samples and preparinginventory for seasonal sample sales.

5. Photoshoot Operations & Digital Assets

• Booking & Administration: Book talent and vendors (models, photographers), manage approvals, send calendar invites, and track vendor invoices.

• Shoot Preparation: Prepare styling racks for shoots by steaming, hanging, and sequencing garments according to shot lists and production spreadsheets.

• Asset Curation: Partner with Design Directors on image curation, download assets, and organize files systematically into dedicated style folders on shared drives.

• Retouching Management: Coordinate with photo retouching partners, track deliverable status, and archive finalized retouched assets.

6. E-Commerce Launch Coordination & Digital Support

• Go-Live Execution: Notify the web development and e-commerce teams when digital assets are approved; relay go-live dates, UPSELLS, and Today’s Specials (TS) details.
• Website Auditing: Audit product listings on the e-commerce storefront prior to collection drops to verify styledetails, pricing, and visual assets.

• Creative & Asset Management: Collaborate on digital promotional creative, including landing page banners, socialassets, and digital marketing graphics.

Qualifications

• Experience: 2–4+ years of experience in an executive assistant, merchandising coordinator, marketing coordinator,or fashion/e-commerce operational support role.

• Organizational Skills: Exceptional project management and logistical abilities, with the skill to juggle calendar scheduling, physical sample inventory, and digital asset deadlines.

• Creative & Digital Proficiency: Familiarity with social media platforms (Instagram, TikTok, Pinterest, LinkedIn) and scheduling tools; basic visual literacy for reviewing photos and collaborating on digital creative.

• Technical Savvy: Proficient in Google Workspace, Microsoft Office (Excel/Sheets proficiency for style charts),charts), and shared cloud drives (Google Drive/Dropbox); familiarity with e-commerce platforms (e.g., Shopify) is a plus.
• Hands-On Attitude: Comfortable with physical prep work (steaming, packing, rack organization) alongside administrative and creative desk work.
• Communication: Clear, diplomatic verbal and written communication skills with experience interacting with C-level executives, vendors, and cross-functional teams.