Sample Assistant

About the Role

Exemplar Luxury Group is seeking an organized, proactive, and detail-oriented Editorial Sample Assistant to oversee the end-to-end lifecycle and physical management of our sample inventory. This role is responsible for maintaining an impeccably organized sample closet, managing systemic tracking for photo shoots, and executing the hands-on physical operations of receiving, packing, lifting, and delivering shipments. The Assistant will also serve as a key liaison to external vendors and brand partners, coordinating arrival schedules, resolving shipment discrepancies, and facilitating timely returns.

Key Responsibilities

• Sample Closet Management: Oversee the physical organization and maintenance of the sample closet, structuring inventory by shoot schedules, categories, or customized configurations.
• Shipment Handling & Physical Logistics: Efficiently unpack incoming shipments, pack outbound returns, and physically lift, move, and deliver heavy trunks and boxes.
• Systemic Tracking & Inventory Control: Systematically check products in upon arrival, check them out for photo shoots, and audit items upon return to ensure 100% inventory accuracy.
• Quality Assurance & Defect Inspection: Inspect incoming samples against purchase orders, confirm item accuracy and condition, and report any defects or discrepancies.
• Shoot Preparation & Onsite Support: Prep and stage samples for photo shoots, including packing mobile trunks and organizing wardrobe.
• Vendor & Distribution Logistics: Process timely sample returns, generate accurate tracking documentation, and follow up on pending shipments.
• Vendor Communication & Logistics Coordination: Serve as the primary point of contact for external vendors and brand partners to coordinate sample arrivals, request missing items, resolve shipment discrepancies, and streamline return logistics.
• Cross-Functional & Ad Hoc Support: Partner closely with Product Supervisors and Managers on special projects, administrative tasks, and daily studio operations.

Requirements & Tech Stack

• Google Workspace (Docs, Sheets, Drive)
• Microsoft Office Suite (Excel, Word)

Qualifications

• BA/BS
• Keen eye for details
• Strong organizational skills
• Passion for documentation and process
• Team player with self-confidence, assertiveness, and personal motivation
• Ability to multi-task and manage multiple projects with concurrent deadlines
• Ability to respond positively and act with a sense of urgency to challenging work and deadlines
• Positive attitude and ability to manage the repetitive nature of the role
• Ability to work as an integral part of a talented team in a fast-paced, proactive environment
• A passion for product and always exceeding internal and external customer expectations
• Ability to repeatedly lift and maneuver trunks and boxes weighing up to 50 lbs

Preferred Qualifications:

• Prior internship or work experience in a retail environment, photo studio, sample closet, or inventory control role.
• Familiarity with inventory management software, warehouse management systems, or sample tracking tools.