Executive Assistant

About the Hiring Process

At Merz, we consider many factors in our hiring decision. To be considered for employment, candidates MUST complete a short survey as part of our hiring process. Please cut and paste this link (https://go.cultureindex.com/s/ku8blrthpq) into your browser to complete the survey and select Executive Assistant.

About Us

The Merz Family of Businesses includes 151-year-old retail brick & mortar business Merz Apothecary, online store Smallflower.com, a sizable Amazon channel, and KOBO Candles — a home fragrance manufacturing operation. We are one of Chicago’s oldest businesses and have served generations of customers locally and across the country. We are family-owned, values-driven, and growing.

What We Offer

• Salary: $50,000-$60,000 commensurate with experience
• Great benefits (health, dental, vision)
• 401K Profit Sharing Plan
• Employee bonus (incentive plan)
• Employee discount
• Paid time-off

The benefits provided by Merz are worth greater than $7,000 annually.

Why We Are Different

• We are family-owned and operated.
• We live by our core values.
• Gracious service is the soul of the Merz Experience — starting with customers and extending to the way we work with each other.
• We are one of the oldest businesses in Chicago and in the nation, and have served many generations of customers locally and across the country.
• We speak multiple languages fluently and come from all different backgrounds and life experiences.

About the Position

Merz Apothecary and its family of brands — Merz, Smallflower, and KOBO — are looking for a sharp, self-starting Executive Assistant to support our senior leadership team in Chicago.

This is not a typical EA role. You won’t be waiting for instructions. You’ll be read into the big picture, trusted to exercise judgment, and expected to keep things moving — often before anyone has to ask. You’ll serve as a force multiplier for our company president and senior leadership team, owning the President’s calendar, tracking open threads, managing cross-company operations, and running the connective tissue of a fast-moving, entrepreneurial business.

If you’ve always been the person who naturally takes charge, thinks three steps ahead, and gets quietly frustrated when things fall through the cracks — this role was built for you.

This is a full-time, in-person position at our Chicago location (4716 N. Lincoln Ave).

Essential Functions and Responsibilities

Executive Support

• Own scheduling and calendar management for the company President — anticipating conflicts, protecting focus time, and keeping priorities front and center
• Maintain a running log of outstanding commitments, open items, and follow-ups so nothing falls through the cracks
• Act as an email triage and communication hub, drafting and routing correspondence on behalf of leadership when appropriate
• Proofread marketing, organizational, and operational copy across brands

Company Operations

• Support our Traction/EOS process — preparing agendas, taking notes, and tracking follow-through on rocks and action items
• Build and maintain all-company meeting decks
• Track software contract renewals and flag upcoming decisions
• Manage brand marketing co-op tracking — documenting proof of marketing activity, submitting reports and invoices to vendors

KOBO Product Development & Tradeshow Support

• Assist with the product development process through meeting notes, timeline reminders, and coordination across departments
• Support tradeshow preparation and logistics

People & Culture

• Support Fractional HR to coordinate the annual review process — communications, scheduling, and organizational support
• Track employee milestones (birthdays, work anniversaries) and help build ritual and recognition around them
• Plan and execute office parties and team events
• Field community donation requests and pull together gift cards and auction baskets
• Support HR office hours coordination and annual compliance training logistics (e.g., sexual harassment training)

Brand & Marketing Operations

• Manage asset organization and sharing — logos, storefront photos, and brand files as external requests come in
• Create basic KOBO sales sheets and sell sheets
• Print and route KOBO design iterations and approvals
• Select monthly Yotpo reviewers to receive gift cards from KOBO / Merz
• Provide product listing support for Smallflower as needed

What We’re Looking For

Would you…