Executive Assistant – Data Management & E-Commerce (Excel & Product Systems)

PIGEONHOLE is a fun lifestyle brand housing 200 independent brands from around the world selling a huge range of interesting and unique products from homewares, jewellery, accessories, apparel, indoor plants, vintage, cards, stationery, art and photography. Our philosophy is showcasing the best in local Australian and independent international design focussed brands that carry our values of joy, beauty, creativity and friendship. We have 10 stores around Australia as well as a series of other sister brands selling jewellery and accessories and fresh flowers. Founded in 2007 we have predominantly been a small business with a fresh fun energy looking for like minded people to join our team. follow us @pigeonholeaustralia or www.pigeonhole.com to get a feel for our brand. Online is a new development for us so we are looking for team members who can help support us here also.

Position Overview:
We are looking for an organized, detail-oriented Executive Assistant with advanced Excel and e-commerce platform management experience to support our executive team. The ideal candidate will have excellent Excel skills, be adept at managing product data across platforms like Lightspeed and Shopify, and assist with sales reporting, product management, and inventory control. You will also use tools like ChatGPT for content creation, manage photo databases, and ensure efficient operations across various systems.

Key Responsibilities:

Product Management & Database:
- Create product codes via CSV imports for Lightspeed and Shopify and ensure product data is uploaded correctly.
- Manage a database of product photos, ensuring they are properly named, organized, and linked to the appropriate product listings.
- Develop product descriptions using ChatGPT to generate consistent, accurate, and engaging descriptions based on product features and specifications.

Sales Reporting & Data Management:
- Pull weekly and monthly sales reports from various software systems, including Xero, Lightspeed, Deputy, and other business tools.
- Create ad hoc reports as requested by the executive team, ensuring accuracy and timely delivery of data.
- Analyze sales performance and trends, focusing on categories, subcategories, and stock levels across multiple stores.

Inventory & Order Management:
- Draft product orders in Excel, analyzing sales trends, stock on hand, and sales forecasts to maintain inventory levels and prevent stockouts.
- Ensure product orders are aligned with sales data and operational needs to optimize inventory management.

Category & Subcategory Sales Analysis:
- Review category and subcategory sales for various stores, identifying trends, opportunities, and areas for improvement.
- Collaborate with the team to optimize product offerings and adjust inventory levels based on performance data.

Excel Reporting & Automation:
- Use advanced Excel skills (pivot tables, macros, formulas) to automate reporting and data management tasks to improve efficiency and accuracy.
- Create and manage customized reports for inventory, product sales, and operational performance.

General Executive Support:
- Provide administrative support to the executive team by managing calendars, scheduling meetings, drafting emails, and handling general correspondence.
-Take meeting minutes, manage action items, and follow up with relevant stakeholders.

Additional Ad-Hoc Tasks:
- Handle special projects as needed, particularly related to data management, e-commerce operations, and process improvements.

Key Qualifications:
- Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP, advanced formulas, macros, data analysis).
- Experience working with e-commerce platforms such as Lightspeed and Shopify, including product data management and CSV imports.
- Experience with sales and financial reporting from tools such as Xero, Deputy, and similar software.
- Familiarity with product description creation using AI tools (e.g., ChatGPT).
- Ability to manage and organize product photo databases and link them to product listings.
- Strong analytical skills with the ability to pull and interpret sales data for decision-making.
- Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines.
- Excellent written and verbal communication skills in English.
- Ability to work independently and efficiently in a remote work environment.

Desirable Skills/Experience:
- Experience with inventory management and stock forecasting in an e-commerce setting.
- Familiarity with project management tools (e.g., Trello, Asana, Slack).
- Knowledge of automation tools (e.g., Power Automate, Zapier) for streamlining tasks.
- Experience in the retail or e-commerce industry is a plus.
Benefits:

Competitive salary based on experience.
Flexible working hours and remote work environment in Australian Time zone
Opportunity to grow and contribute to a dynamic and fast-growing company.

How to Apply:
Please submit your resume, along with a cover letter detailing your relevant experience with Excel, e-commerce platforms, and sales reporting. Include any relevant examples of work you've done with product listings, data management, or automation tools.