Executive assistant / Director of Operations

We are looking for a highly organised, proactive and commercially minded Executive Assistant / Director of Operations to become a key support person within our growing business.

This is not a traditional data-entry VA role. We are looking for someone who can think independently, follow things through, communicate professionally and become a trusted extension of the business owner.

The role will have a strong focus on franchise support, administration, CRM and lead management, supplier and merchandising coordination, business development, sponsorships, networking and day-to-day executive assistance.

You will be involved across multiple areas of the business, so no two days will necessarily be the same.
Key Responsibilities
Franchise Support
Assist with responding to and following up on franchise enquiries.
Maintain and organise franchise leads and enquiries.
Coordinate follow-ups and ensure potential franchisees are progressing through the appropriate stages.

CRM & Lead Management
Maintain and update our CRM/database.
Keep franchise enquiries, prospects, suppliers, sponsors and B2B contacts organised.

Calendar & Task Management
Assist with managing the business owner's calendar and appointments.
Coordinate meetings and calls where required.
Maintain a master task list and help prioritise outstanding items.
Track deadlines and follow up on outstanding actions.

Administration & Operations
Provide general administrative and executive support to the business owner.
Coordinate email s, enquiries, documents, appointments and other administrative requirements.
Keep track of outstanding tasks and follow up with relevant people.

Alibaba & Supplier Liaison
Liaise with suppliers and manufacturers through Alibaba.
Assist with product enquiries, quotes, samples, pricing, minimum order quantities and general supplier communication.
Follow up on orders and outstanding supplier requests.
Help research new products and potential suppliers.
Maintain clear records of supplier conversations and requirements.

Merchandising
Assist with merchandising enquiries and coordination.
Communicate with suppliers regarding pricing, availability, samples and production.
Help coordinate merchandise requirements across the business.

Business Development, Sponsorship & Networking
Research and identify potential B2B opportunities.

Head Office Social Media
Manage the scheduling and organisation of head office social media content.
Schedule posts across relevant platforms.

Basic Financial & Business Administration — Bonus
Experience with basic financial or business administration would be an additional bonus, but is not essential.

We are looking for someone who is:
Highly organised and detail-oriented.
Proactive rather than someone who waits to be told what to do.
An excellent communicator in written and spoken English.
Confident communicating with suppliers, franchise prospects, businesses and other stakeholders.
Commercially minded and interested in helping a business grow.
Comfortable working independently and remotely.
Good at prioritising multiple tasks.
Excellent at following up and closing the loop on outstanding tasks.
Comfortable learning new software and systems.
Resourceful – if you don't know how to do something, you know how to find out.
Professional, reliable and trustworthy.
Comfortable working directly with a business owner.
Previous experience in one or more of the following would be highly regarded:
Executive Assistant
Operations or Operations Management