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 sample inventory. This role involves maintaining an organized sample closet, managing systemic tracking for photo shoots, and handling the physical operations of receiving, packing, lifting, and delivering shipments. The Assistant will also liaise with external vendors and brand partners for arrivals, discrepancies, and returns.

Key Responsibilities

• Sample Closet Management: Oversee 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 track sample movement, checking products in upon arrival, checking them out for photo shoots, and auditing items upon return for 100% inventory accuracy.
• Quality Assurance & Defect Inspection: Inspect incoming samples against purchase orders for accuracy and condition, reporting any defects or discrepancies.
• Shoot Preparation & Onsite Support: Prep and stage samples for photo shoots, including packing mobile trunks, organizing wardrobe, and assisting styling teams.
• Vendor & Distribution Logistics: Process timely sample returns, generating accurate tracking documentation and following 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 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 degree
• 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 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.