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Executive Support Specialist

3 months ago

Glenview, United States Holiday Bright Lights Full time

Holiday Bright Lights (HBL) has been making seasons bright for over a decade. We are a factory-direct wholesaler that specializes in providing retail stores and professional decorators with commercial-grade holiday lighting and décor products. From super bright LEDs to foliage and trees we are the complete solution for your holiday decorating needs. HBL is looking for an Executive Support Specialist to help drive the implementation and on-going growth of the Holiday Bright Lights retail programs. Work under the direction of company ownership to ensure that all our client retail systems are in alignment, and that all deliverables are tracked and processed professionally and on time. This role involves managing three main areas: Pricing and data entry across multiple internal and client-based systems; coordinating item images & samples; and scheduling. The Executive Support Specialist will also assist ownership and the retail sales team with multiple application data entries, new account research, account review and set-up, and be the liaison to different departments in resolving inquiries and client concerns during the sales and proposal process. This position is located in our Chicago office.

 

Responsibilities:

· Works with Operations Manager to ensure the Operations Team goals meet current and future business requirements.

· Maintain a systemized structure to ensure timelines are held and deadlines met.

· Manage correspondence between large retail buyers and our internal sales team, making sure follow-ups are being handled in a timely and professional manner.

· Delegates tasks on projects to the resources best positioned to handle and complete the work.

· Performing daily quality control on projects throughout development to maintain the standards expected internally and by our clients.

· Adjusting schedules and targets on the project as needs or financing for the project change.

· Work with factories on quotes and specs for new items and requotes.

· Be the Account Managers’ right hand for large clients’ projects and systems work.

· Perform item uploads and maintenance in multiple corporate retail systems.

· Responsible for product lifecycle per account, which includes managing and maintaining site catalogs and uploading product details on back-end retailer websites.

· Execute site updates to ensure error free and timely product launches.

· Ensure item data is accurate at all times including weights, dimensions, and all specifications.

· Ensure all meeting notes, agendas, and program collateral (planograms and pop displays) are all solidified, printed out, and ready to present.

· Analyze pricing data from industry standards, previous sales trends and competitors and report data to decision makers in an easy-to-read format.

· Assist in the “pre-sales” process, providing documentation and quotes as needed.

· Work with HBL Marketing on the development of presentation collateral for client meetings and events.

· Participate in quarterly planning to define goals and determine key objectives for the next quarter, to include scheduling and planning key meetings and events.

· Identify inefficiencies and bottlenecks in existing processes and workflows and develop strategies to improve them.

· Other duties as assigned.


Skills:

· Bachelor’s degree in business administration, operations management, or related field; or associate degree in business (or related field) with 4 yrs. related experience; or 6 yrs. related experience

· Strong analytical and problem-solving abilities, with the ability to make data-driven decisions.

· Excellent interpersonal, written, and verbal communication skills to collaborate effectively with customers, stakeholders, and cross-functional teams. 

· Advanced Excel skills for data analysis and reporting with a proficiency in data analysis software/tools and Microsoft Office Suite

· Excellent attention to detail and organizational skills

· Dedication to providing great customer service.

· Ability to work under pressure and meet tight deadlines.

· Experience with some or all the following applications a plus: Sage, Sage CRM, CIMCloud,  and/or Google 360 Showroom

· Experience with managing client/vendor relationships.

· Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

· Practical knowledge of lighting industry a plus


Working Conditions

· Office or warehouse environment

· Ability to sit and work at a computer for extended periods of time.

· Ability to work in tight spaces at times.

· May work near moving mechanical parts and equipment*

· Ability to lift and/or move up to 50 lbs.*

· Periodic weekend or evening work as needed.

· Travel required.

*HBL will provide training and personal protective equipment as necessary