Buying Assistant

Academy Of Motion Picture Arts and Sciences•Los Angeles, CA

1d•Onsite

About The Position

The Buying Assistant provides administrative and operational support to the Buying team, helping ensure accurate and timely execution of purchasing and merchandising activities. The role supports day-to-day management of purchase orders, product and vendor information, order tracking, samples, and related buying activities. It requires strong attention to detail, organization, follow-through, communication, and the ability to manage multiple priorities and identify missing or inconsistent information. The position is primarily focused on administrative execution and coordination and serves as a support function to the Buying team. 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 position is part-time, regular, hourly and non-exempt, and is based on-site at the Academy Museum in Los Angeles. Compensation is $22.00 per hour.

Requirements

General understanding of buying, merchandising, and supply chain processes.
Beginner proficiency in Microsoft Excel, Outlook, and other Microsoft Office applications.
Comfort 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, including professional communication with vendors and cross-functional partners.
Ability to work collaboratively within and across teams.
Ability to follow established processes, maintain accurate records, and follow through consistently on assigned responsibilities.
Strong problem-solving skills, including identifying discrepancies, independently resolving routine issues, and escalating questions when appropriate.
Passion for design, film, culture, and storytelling through merchandise.
Commitment to diversity, equity, accessibility, and inclusion.
Ability to work all scheduled hours on-site, with a schedule based on business and departmental needs.
Ability to move and transport up to 25 pounds.
Full vaccination against COVID-19, including applicable booster vaccinations, is required; medical and religious accommodations may be approved by the Office of People & Culture.

Nice To Haves

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

Responsibilities

Create, maintain, and update purchase orders, checking quantities, costs, delivery dates, vendor information, and other details for completeness and accuracy.
Track order and production timelines, delivery dates, and outstanding vendor deliverables; follow up on overdue or missing information and escalate issues when appropriate.
Maintain accurate product and purchasing records, including SKUs, costs, retail prices, UPCs, product descriptions, and vendor information.
Execute approved markdowns and promotional changes and ensure pricing and promotion details are accurately reflected across applicable systems.
Manage new item setup and collect and enter product information, pricing, imagery, and supporting documentation in Shopify and other applicable systems and tracking tools.
Coordinate damaged product claims and return-to-vendor requests with vendors and the Warehouse team, documenting and following up on resolution.
Submit approved product mockups and related materials to licensors for review and track approvals and feedback.
Assist with product research as needed.
Communicate with vendors about orders, samples, product information, and routine purchasing needs.
Manage samples, including receiving, organizing, tracking, routing for review and approval, and coordinating their return, storage, or destruction.
Maintain an organized and current product photography library, with imagery accurately labeled and accessible.
Coordinate product samples with the photo studio, including handoff, tracking during photography, and return following shoots.
Ensure product information, imagery, and other required assets are complete and accurately reflected in Shopify before scheduled launches.
Provide administrative and operational support to the Buying team across purchasing, product development, and merchandising activities.
Assist with pulling sales, inventory, and other business reports.
Prepare and organize reports, product information, and materials for business reviews, presentations, assortment discussions, and meetings; create product and assortment decks as needed.
Maintain organized and current buying files, trackers, calendars, and departmental resources.
Partner with Retail leadership to coordinate book signings, including Airtable submissions, documentation, and related planning and operational needs.
Monitor deadlines and priorities, provide proactive status updates, and communicate potential delays, discrepancies, or missing information promptly.
Coordinate with Warehouse, Finance, Marketing, and other internal teams to support product launches, receiving, inventory, and other buying-related needs.
Perform additional administrative and buying support responsibilities as assigned.