Administrative Assistant (Public Relations)

Aldo Groupe - Montréal, QC (30+ days ago)

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JOB DESCRIPTION
Job Title: Administrative Assistant (Public Relations)

Department: Public Relations

Job Overview and Responsibilities

ALDO’s Public Relations Administrative Coordinator will report to the Public Relations Manager, and is responsible for creating seasonal sample databases, placing sample orders, keeping track of inventory & samples dispatch, as well as coordinating product loans with various ALDO teams internally. Supporting the PR team - the candidate in this role needs to demonstrate an ability to follow directions, but also work independently in a fast-paced, project-based environment. The Administrative Coordinator requires acute skills in managing priorities, multi-tasking, showing problem-solving attitude to the unexpected. This role supports the back-end execution & implementation of Public Relations projects.

Oversee the creation and maintaining of databases for seasonal collections used by internal ALDO PR team and PR agencies
Create seasonal databases and inventory lists to ensure internal ALDO PR team and its PR agencies keep track of their respective inventory
Update line sheets based on timing of samples orders, dispatch of samples to agencies, reception of samples by agencies, keep inventory up to date
Oversee seasonal sample orders, reception and shipment of samples to PR agencies in Toronto, New York, Los Angeles and London
Cross-departmental validation of seasonal product databases & product orders:
Fill in product information per market (CAD, US, UK)

Ship samples in a timely manner for:
PR agencies, showrooms, and their seasonal press days
Ongoing press & stylist gifting initiatives
Follow-up on samples orders, resolve issues, provide missing information when required
Prepare shipping documents, including pro formas for international shipments
Coordinate product loans with Samples Management, Buying, Product Development and Wholesale teams to facilitate internal shoots of products for seasonal PR tools (lookbooks, newsletters, etc.) or for PR Agencies seasonal press days
Coordinate Store Pulls on a daily basis with ALDO stores in Canada, US and UK for PR opportunities (with stylists or editors) or for gifting opportunities
Verify store inventory
Confirm store pull availability with store manager
Confirm store pull completion with PR Manager
Coordinate Sample Shoot at Photography Studio
Coordinate loan & returns of samples with Samples Management team
Update shared database with Photography Studio & e-com teams
Confirm product accuracy with Product Development Team
Build productive relationships with various departments within the ALDO Group (Buying, Product Development, Visual Merchandising, Distribution, Brand Development, Finance, Customs & Global Trade, Sales & Operations, etc.)
Job Requirements

Minimum of 1 years+ of experience in administrative field
Capacity to handle a fast-paced environment and heavy workload
Exceptional organizational skills and ability to manage multiple projects at once
Strong relationship-building and communication skills
Ability to display maturity, discipline and strong sense of urgency
Attention to detail
Highly independent and a team player
Proficient with Excel, Word, PowerPoint
Bilingual (English and French)