Executive Assistant

Job Description

Job Description

Executive Assistant

Company: Novelty, Inc.
Department: Executive Administration
Reports To: Chief Executive Officer (CEO) and President

Position Summary

The Executive Assistant provides high-level administrative, operational, sales support, and project coordination to the CEO and President while working closely with Sales, Product Development, Customer Service, Marketing, and other departments. This position plays a key role in executive reporting, major retail account administration, product development support, compliance coordination, sales communications, and company-wide initiatives.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced environment. This role requires strong communication and problem-solving skills, proficiency in Microsoft Office and AI tools, the ability to handle confidential information professionally, and a commitment to accuracy, accountability, and follow-through.

Essential Duties and Responsibilities

1. Executive and Administrative Support

• Prepare PowerPoint presentations, customer quotations, product costing analyses, spreadsheets, management reports, and other materials to support executive decision-making.
• Maintain weekly OneNote files containing product recommendations, sales information, meeting notes, and management reports.
• Conduct research on legal, regulatory, customer, and product-related topics as requested by the CEO.
• Organize and review sales agreements, contracts, and related documentation for management review.
• Monitor and respond to emails, track outstanding issues, and coordinate follow-up to ensure timely resolution.
• Maintain accurate records, documentation, and supporting materials for executive review.
• Utilize AI tools and technology to improve research, reporting, communication, organization, and workflow efficiency.
• Coordinate special projects, administrative initiatives, and cross-departmental activities as assigned by the CEO.

2. Major Retail Account Administration

• Pull, record, and track Menards purchase orders and maintain replenishment spreadsheets for the Product Development Department.
• Submit weekly Menards purchase orders to Customer Service for processing.
• Update the Menards vendor portal weekly with purchase order, shipment, and related account information.
• Record customer purchase orders and maintain replenishment spreadsheets used by Product Development.
• Set up new items and maintain accurate product and account information for major retail customers.
• Monitor account requirements, item setup details, documentation, and customer portal updates to support accurate order processing and account maintenance.
• Assist Customer Service with customer follow-up, account inquiries, documentation, and information requests.
• Prepare and distribute Certificates of Insurance (COIs) and other required customer documentation.
• Communicate account updates, order information, and outstanding issues to the appropriate departments.

3. Product Development and Merchandising Support

• Collaborate with Product Development on customer rollouts, new product launches, and product introduction initiatives.
• Maintain accurate product information, UPC codes, item data, and related documentation across applicable systems and databases.
• Prepare and maintain product costing spreadsheets and analyses for management review and pricing decisions.
• Approve and maintain item detail sales sheets and supporting product information.
• Maintain inventory tracking spreadsheets for designated product categories, including on-hand and on-order quantities.
• Coordinate product information and documentation to support customer requirements, internal product planning, and sales activities.
• Manage the company showroom to ensure products and displays remain organized, accurate, and current.
• Add new products, remove discontinued or zero-inventory items, and refresh or reset displays as needed.
• Maintain showroom merchandising standards and coordinate with appropriate departments regarding product updates.

4. Product Compliance Administration

• Manage product submissions, updates, and records within the WERCS product compliance system.
• Submit required product information and supporting documentation to address applicable safety, environmental, transportation, and disposal requirements.
• Maintain accurate product records, UPC information, and related compliance data.
• Coordinate annual WERCS renewals and monitor documentation to ensure records remain current.
• Follow up on outstanding submissions, renewal requirements, and requests for additional product information.
• Coordinate with internal departments and relevant external contacts to obtain documentation and resolve compliance-related issues.

5. Sales and Marketing Support

• Prepare and distribute the weekly Direct Store Delivery (DSD) Push List.
• Develop weekly product push presentations and supporting materials for RSP sales meetings.
• Attend weekly RSP meetings, record meeting notes, and distribute summaries and follow-up items to relevant team members.
• Maintain OneNote records of meeting discussions, product recommendations, sales performance observations, and action items.
• Monitor product performance and identify products that may require additional review due to low sales or other performance concerns.
• Communicate product performance observations and follow-up recommendations to the appropriate departments.
• Coordinate the preparation, maintenance, and distribution of company communications.
• Work with Sales, Marketing, Product Development, and other departments to ensure communications are accurate, timely, and aligned with current product and company initiatives.

6. President's Club and Annual Sales Incentive Trip Coordination

• Coordinate the planning and execution of the company's annual President's Club or sales incentive trip.
• Research destinations, resorts, venues, and activities and present options for executive review and selection.
• Communicate and coordinate directly with resorts, vendors, and other service providers regarding accommodations, activities, events, and logistics.
• Plan event activities, including welcome receptions, farewell dinners, excursions, and other participant experiences.
• Coordinate event themes, branding, and creative materials with the Art Department.
• Order promotional merchandise and event materials, including apparel, gifts, and branded items.
• Arrange flights, accommodations, transportation, and other travel requirements for program participants.
• Prepare and distribute participant travel packets containing itineraries, schedules, resort information, travel details, and preparation materials.
• Track trip details, deadlines, vendor communications, and outstanding arrangements to support a successful event.

7. Executive and Sales Team Travel Coordination

• Arrange and manage travel for the CEO and Sales Team, including flights, hotel accommodations, transportation, and itineraries.
• Coordinate travel details, reservations, schedules, and related arrangements.
• Communicate itinerary updates and travel information accurately and in a timely manner.
• Maintain organized travel records and supporting documentation.
• Assist with resolving scheduling changes or travel-related issues as needed.

8. Cross-Departmental Coordination and Special Projects

• Coordinate projects and initiatives involving Executive Administration, Sales, Product Development, Customer Service, Marketing, and other departments.
• Establish and monitor project timelines, deliverables, and follow-up activities as assigned.
• Gather information from multiple departments and prepare updates, reports, or presentations for executive review.
• Identify outstanding tasks, potential delays, and issues requiring management attention.
• Support process improvements, administrative efficiencies, and the effective flow of information between departments.
• Perform additional duties and responsibilities as assigned by the CEO.

Qualifications

• Minimum of 3–5 years of experience in executive assistance, administrative support, sales administration, account coordination, or project coordination.
• Associate's or bachelor's degree preferred; equivalent relevant work experience will be considered.
• Strong proficiency in Microsoft Office, particularly Excel, PowerPoint, Outlook, OneNote, and Word.
• Proficiency in AI tools and the ability to apply them effectively to research, reporting, presentations, communication, and workflow improvement.
• Experience creating professional presentations, sales tools, spreadsheets, and management reports.
• Experience working with major retail customer portals, product databases, item setup processes, or inventory tracking systems preferred.
• Strong written and verbal communication skills.
• Excellent organizational, analytical, and problem-solving abilities.
• Exceptional attention to detail, accuracy, and follow-through.
• Ability to manage multiple projects, meet deadlines, and adapt to changing priorities.
• Ability to work independently while collaborating effectively with multiple departments.
• Ability to handle confidential information with discretion and professionalism.

Key Competencies

• Executive and Administrative Support
• Project and Process Coordination
• Major Retail Account Administration
• Product Development and Merchandising Support
• Product Compliance Administration
• Sales Support and Performance Reporting
• Data Analysis and Spreadsheet Management
• Microsoft Office and AI Technology Proficiency
• Written and Verbal Communication
• Event and Travel Planning
• Organization and Time Management
• Problem Solving and Critical Thinking
• Confidentiality and Professionalism
• Attention to Detail and Accountability

Position Expectations

The Executive Assistant is expected to maintain a high level of accuracy, professionalism, organization, and initiative while supporting executive priorities and coordinating activities across departments. Success in this position requires proactive communication, effective management of competing deadlines, consistent follow-through, and the ability to identify and address issues before they affect business operations.

The employee is expected to maintain accurate records, protect confidential information, support company objectives, and continuously look for opportunities to improve administrative processes and operational efficiency.

This job description is intended to outline the primary responsibilities and qualifications of the position. Duties and responsibilities may change based on business needs and may include additional assignments as directed by the CEO and President.