Buying Assistant

Department: Retail
Reports to: Senior Buyer
Job Type: Part-time – Regular
Job Classification: Hourly (Non-exempt)
Workplace Location: Los Angeles – Academy Museum
Compensation: $22.00 per hour

Summary/Objective

The Buying Assistant provides administrative and operational support to the Buying team, helping ensure the accurate and timely execution of purchasing and merchandising activities. This role supports the day-to-day management of purchase orders, product and vendor information, order tracking, samples, and other buying-related activities while maintaining a high level of accuracy and organization.

The Buying Assistant works closely with internal and external partners to follow up on outstanding information, maintain accurate product and purchasing records, track deadlines and deliverables, and help move projects through the buying process. The role requires strong attention to detail, organization, follow-through, and communication, as well as the ability to manage multiple priorities and proactively identify missing or inconsistent information.

This position is primarily focused on the administrative execution and coordination of buying activities and serves as an important support function to the Buying team.

Essential Functions of the Job:

Purchasing & Product Support

• Create, maintain, and update purchase orders, ensuring quantities, costs, delivery dates, vendor information, and other purchasing details are complete and accurate prior to submission.
• Track order and production timelines, delivery dates, and outstanding vendor deliverables, proactively following up on past‑due or missing information and escalating issues when appropriate.
• Maintain accurate product and purchasing records, including SKUs, costs, retail prices, UPCs, product descriptions, vendor information, and other required item data.
• Execute approved markdowns and promotional changes, ensuring pricing and promotional details are accurately reflected across applicable systems in a timely manner.
• Own new item setup and ensure required product information, pricing, imagery, and supporting documentation are collected and accurately entered into Shopify and applicable internal systems and tracking tools.
• Coordinate damaged product claims and return‑to‑vendor (RTV) requests with vendors and the Warehouse team as needed, ensuring issues are documented, communicated, and resolved in a timely manner.
• Submit approved product mockups and related materials to licensors for review as needed, tracking approvals and feedback through completion.
• Assist with product research as needed.

Vendor, Sample & Photography Coordination

• Support day-to-day vendor communication and follow-up related to orders, samples, product information, and other routine purchasing needs.
• Own sample management, including receiving, organizing, tracking, and routing samples for review and approval and coordinating the return, storage, or destruction of samples as needed.
• Maintain an organized and up-to-date product photography library, ensuring imagery is accurately labeled, easily accessible, and available for ongoing product and marketing needs.
• Coordinate with the photo studio on product samples needed for photography, including organizing and facilitating sample handoff, tracking samples throughout the photography process, and coordinating their return following the shoot.
• Ensure product information, imagery, and other required assets are complete and accurately reflected in Shopify in advance of scheduled launches.

Administrative & Cross‑Functional Support

• Provide day-to-day administrative and operational support to the Buying team across purchasing, product development, and merchandising activities.
• Assist with pulling sales, inventory, and other business reporting as needed.
• Prepare and organize reporting, product information, and other materials needed for business reviews, presentations, assortment discussions, and departmental meetings, including creating product and assortment decks as needed.
• Maintain organized and up-to-date buying files, trackers, calendars, and other departmental resources.
• Partner with Retail leadership on the coordination of book signings, including Airtable submissions, required documentation, and other related planning and operational needs.
• Monitor assigned deadlines and priorities, provide proactive status updates, and communicate potential delays, discrepancies, or missing information in a timely manner.
• Coordinate with internal teams as needed, including Warehouse, Finance, Marketing, and other departments, to support product launches, receiving, inventory, and other buying-related needs.
• Perform additional administrative and buying support responsibilities as assigned.

Required Competencies:

• General understanding of buying, merchandising, and supply chain processes.
• Beginner proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
• Comfortable working with numerical information, including costs, retail prices, quantities, margins, sales, and inventory data.
• Excellent attention to detail and strong organizational and time‑management skills.
• Ability to manage multiple priorities, deadlines, and ongoing projects in a fast‑paced environment.
• Strong written and verbal communication skills, with the ability to communicate professionally with vendors and cross‑functional partners.
• Ability to work collaboratively within and across teams.
• Ability to follow established processes, maintain accurate records, and consistently follow through on assigned responsibilities.
• Strong problem‑solving skills, with the ability to identify discrepancies, independently resolve routine issues, and escalating questions when appropriate.
• Passion for design, film, culture, and storytelling through merchandise.
• A commitment to diversity, equity, accessibility, and inclusion.
• Ability to work all scheduled hours on‑site, with a schedule based on business and departmental needs.

Preferred Qualifications:

• Bachelor’s degree in Merchandising, Business, Retail Management, or a related field preferred, or equivalent relevant professional experience.
• 1–2 years of experience in retail, merchandising, buying, purchasing, inventory, e‑commerce, or a related administrative support role preferred. Relevant internships or other transferable experience will also be considered.
• Adobe Creative Suite experience is a plus.
• Experience working with product, purchasing, inventory, or e‑commerce systems is a plus.

Physical Demands:

• Ability to move and transport up to 25 pounds.

Required Vaccination:

Full vaccination against COVID-19 is required, including any booster vaccinations as applicable. Exception: Medical and religious accommodations approved by the Office of People & Culture.

Our Benefits:

• PTO and paid sick leave.
• 401k retirement plan with a company match.
• Clean Air Commuter Program.
• Employee Assistance Program through CompPsych Guidance Resources.
• Free access to 16,000+ online courses through LinkedIn Learning.
• Free Academy membership screenings.
• Free tickets and screenings at the Academy Museum.
• Employee discounts through LifeMart and Working Advantage.

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