Administrative Assistant - Product Development & Marketing

A Great Opportunity in a Successful and Growing Company!

Holiday Bright Lights (HBL) has been supplying holiday lighting products for over a decade.  As our company evolves each year, we still have our core beliefs of providing quality holiday lighting products – while we continue to innovate products for the future. 

HBL is looking for an Administrative Assistant – Product Development and Marketing who will play a key role in supporting a fast-paced office environment.  This role plays an important role in tracking samples, product data and maintaining documentation across teams.

Responsibilities:

Sample Management & Support (Inbound & Outbound)

• Receive incoming product samples
• Apply standardized sample tags (item number, vendor, account, season, status)
• Update Airtable (or shared trackers) with sample arrivals, status changes, and notes
• Organize showroom and sample rooms, including seasonal rotations
• Pack and ship samples to retail buyers, internal teams, factories, and photo studios
• Maintain accurate sample inventory; archive or dispose of outdated versions
• Track sample requests and ensure timely fulfillment
• Create and maintain checklists for receiving, packaging review, and item setup

Spec & Quote Sheet Support

• Assist with entering product specifications into Airtable or shared databases
• Enter initial factory quotes into costing tools
• Maintain up-to-date cost comparison charts for Product Development, Sales, and Finance

Photography, Lifestyle & Content Support

• Track photography needs for each item
• Ship and retrieve photography samples from studios
• Maintain a centralized photo asset library organized by retailer, season, and item number
• Assist with prop procurement for lifestyle shoots

Meeting & Communication Support

• Keep shared Teams/SharePoint folders organized and easy to navigate for all teams

Testing, Compliance & Documentation

• Track BV/UL testing requirements and collect reports from factories
• Maintain compliance folders by retailer
• Route compliance documents to Marketing, Product Development, and Sales
• Track renewable UL numbers, packaging legal copy, warnings, and required icons

Additional Responsibilities

• General administrative office support
• Travel arrangements and expense management
• Possible proofing and copywriting

What We are Looking For

• Highly organized with strong attention to detail
• Comfortable managing multiple projects and deadlines
• Experience with Airtable, spreadsheets, or similar tracking systems (preferred)
• Strong communication skills and a proactive mindset
• Ability to lift, pack, and ship product samples as needed
• Ability to work in office, Monday - Friday, 8am - 5pm