Executive Assistant

Current job opportunities are posted here as they become available!

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

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.

• Prepare PowerPoint presentations, customer quotations, product costing analyses, spreadsheets, management reports, and other materials to support executive decision-making.
• Maintain weekly One Note 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.

• 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.

• 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.

• 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…