About the role
Role Overview
We’re looking for a highly dependable Executive Assistant to serve as the owner’s right hand and help keep the business organized, aligned, and moving forward. This role goes beyond traditional administrative support. You’ll help manage projects, coordinate across departments, research solutions, oversee follow-ups, and make sure important priorities receive the attention they need.
The right person is comfortable taking ownership, anticipating what comes next, and bringing solutions to the table rather than waiting for instructions. You’ll work closely with the owner, managers, vendors, and external partners across multiple retail locations, production, and franchise operations.
What You’ll Own
Project Management and Follow-Through
Track projects, deadlines, outstanding action items, and commitments across departments.
Follow up with managers, vendors, and external partners to keep projects moving.
Maintain accountability by confirming ownership, progress, and completion dates.
Prepare weekly status updates, identify delays, and flag issues that need the owner’s attention.
Vendor Research, Procurement, and Cost Management
Research, source, and evaluate vendors and service providers.
Request quotes, compare pricing, and identify opportunities to improve value and reduce costs.
Coordinate vendor services, contracts, renewals, and related documentation.
Present clear recommendations and practical solutions with minimal supervision.
Executive Calendar, Email, and Communications
Manage calendars, meetings, appointments, and scheduling priorities.
Organize incoming emails, draft correspondence, and track important follow-ups.
Prepare meeting agendas, document key decisions, and maintain action-item lists.
Coordinate company events, leadership meetings, and franchise meetings.
HR, Recruiting, and Administrative Coordination
Coordinate job postings, applicant screening, interview scheduling, and recruiting follow-ups.
Support onboarding, employee documentation, and training coordination.
Maintain organized personnel files and administrative records.
Track HR-related deadlines and follow up on outstanding requirements.
Operations and Franchise Administrative Support
Coordinate administrative activities across retail locations, production, and franchise operations.
Track operational priorities, reports, and unresolved issues.
Support franchise communications, meetings, and documentation.
Organize standard operating procedures (SOPs), compliance records, and company files.
Gather information from department managers and prepare organized summaries for executive review.
What Makes This Role a Fit
If you’re someone who naturally brings order to complex situations and enjoys turning a long list of priorities into a clear plan of action, this role may be for you. If you see a problem and start looking for practical solutions instead of waiting for someone else to take the lead, you’ll have room to make a real impact.
If you enjoy helping people, communicating clearly, and making sure others have what they need to succeed, you’ll likely thrive here. This role is especially suited to someone who can balance competing priorities, use good judgment, handle sensitive information discreetly, and keep things moving without needing constant direction.
You Might Have (or Be Ready to Learn)
Experience supporting a CEO, business owner, or senior executive.
Strong project coordination, organizational, and problem-solving skills.
Experience managing deadlines, tracking action items, and coordinating across multiple departments.
Strong research skills, including comparing vendors, evaluating quotes, and presenting recommendations.
Excellent written and verbal communication skills.
Experience with executive calendars, email management, meeting preparation, and follow-up.
Familiarity with recruiting coordination, onboarding, personnel documentation, or HR administration.
Experience supporting multi-location operations, retail businesses, production teams, or franchise organizations is helpful.
Comfort handling confidential information with discretion and professionalism.
The ability to prioritize competing demands, work independently, and adapt in a fast-paced, growing business.
Software used - Google Workspace (Drive, Sheets, Doc), DocuSign, Shopify, ConnectTeam, Gusto, Indeed, and ZipRecruiter
Skill Requirements
General Skills
Admin Support
Call Center
Customer Service
Data Entry
Project Management
Executive Assistant
Implementation
Software Skills
GSuite
Microsoft Excel
Microsoft Office
Microsoft Word
Microsoft Powerpoint
Adobe Illustrator
Adobe Photoshop
DocuSign
English Requirement: Native or Bilingual