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Executive Buying Assistant
Executive Buying AssistantTHE PAPER STORE • Acton, MA, US
Executive Buying Assistant

Executive Buying Assistant

THE PAPER STORE • Acton, MA, US
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Job Description

Job Description

TPS Group Holdings, a family of brands including The Paper Store, Uncharted and Gifts & More, is all about transforming daily routines into joyful escapes that inspire and surprise. Our mission is to connect with every customer through carefully chosen products, immersive shopping experiences, and service that goes the extra mile—creating a space that sparks joy with every visit.

Position Overview : The Executive Buying Assistant provides reliable day-to-day support to the Vice President of Merchandising and the Buying team. This role focuses on organization, scheduling, vendor and travel coordination, ADP / timekeeping tasks, and basic reporting to help the department run smoothly and on time. You’ll handle details, keep trackers current, and ensure meetings and market trips.

The Executive Buying Assistant reports directly to the Vice President of Merchandising.

What You’ll Be Responsible For

  • Be a TPS brand ambassador

Administrative & Calendar Support

  • Manage a busy calendar for the VP of Merchandising; schedule meetings, prepare simple agendas, take notes, and track follow-ups.
  • Coordinate internal / external meetings and vendor touchpoints (logistics, materials, hospitality such as lunches / flowers).

    • People & Process Coordination

  • Approve weekly payroll and PTO requests for the Buying department in ADP; make time-punch adjustments as needed.
  • Support hiring logistics : post job descriptions, review resumes, schedule interviews, and coordinate candidate communication.
  • Coordinate onboarding (IT / system setup, credentials, workspace) and offboarding paperwork with HR / IT.

    • Vendor, Travel & Market Logistics

  • Arrange travel for Buying / Management (flights, hotels, train, car service) and provide clear itineraries.
  • Prepare materials for trade shows / market (simple decks, schedules, copies, supplies).
  • Assist with vendor decks and line-review materials using existing templates.
  • Greet visitors, ensuring a professional and welcoming environment.

    • Reporting, Expenses & Tracking

  • Submit and reconcile expense reports; maintain basic budget / expense trackers.
  • Track and report Catalog Co-op dollars and send the daily vendor pre-payment request email to accounting.
  • Keep department trackers up to date (vendor calendars, deliverables, market schedules).
  • Complete ad-hoc research and small projects as assigned.

    • What You Bring :

  • 2–4+ years in executive assistance, buying / merchandising coordination a plus, or retail office operations a plus.
  • Proficiency with Microsoft 365 / Google Workspace (PowerPoint / Slides for decks; Excel / Sheets for trackers); ADP timekeeping / PTO experience preferred.
  • Professional written and verbal communication; confident, courteous vendor-facing presence.
  • Discretion handling confidential information; dependable, service-oriented approach.
  • Ability to prioritize multiple deadlines in a fast-paced retail environment; comfortable shifting gears during peak seasons.
  • Perform all other duties as assigned by direct supervisor and senior leaders
  • This position is based 5 days per week in our Acton, MA Corporate Office

    • TPS Group Holdings is an equal-opportunity employer and considers all qualified applicants for employment without regard to race, color, national origin, religion, sex, disability, age, veteran status, or any other classification protected by state, local or federal law

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    Executive Assistant • Acton, MA, US

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