Summary

The Executive Administrative Assistant assumes a pivotal role, providing advanced administrative support crucial to the organization's success. Possessing exceptional organizational and detail-oriented skills, the ideal candidate adeptly manages a diverse range of responsibilities with discretion and professionalism. This role ensures the smooth functioning of operations, significantly contributing to the effectiveness of the Franchise Support Team. Building positive and strategic relationships at all organizational levels. The Franchise Administrative Assistant relies on discretion, sound judgment, and a deep understanding of the Franchise System to facilitate key activities while maintaining the highest level of confidentiality.

Core Competencies

• Data Analysis
• Project Management
• Discretion and Confidentiality
• Time Management
• Prioritization under Pressure
• Collaborative Skills
• Excellent Interpersonal and Communication Skills
• Adaptability
• Follow-Up
• Initiative and Self-Motivation
• Goal and Results Orientation
• Ability to Build and Maintain Trust

Essential Duties And Responsibilities
Strategic Planning and Execution:

• Prepare comprehensive meeting agendas, materials, and presentations. Attending meetings diligently taking notes and ensuring timely follow-up on action items.
• Run requested weekly reports and ensure reports are accurate, presentable, and explainable.
• Draft, edit, and proofread various communications, including emails, PowerPoints, and reports, ensuring clarity and persuasiveness.
• Demonstrate organizational excellence with strong skills in time and project management, employing clear systems and maintaining composure while handling multiple tasks simultaneously to ensure timely completion of all responsibilities.
• Calendar management, including scheduling and hosting meetings through online platforms.

Operations Management & Compliance:

• Keep the Vice President of Franchise informed of time-sensitive and high-priority issues, ensuring appropriate follow-up.
• Manages vendor partnerships with the team (Answer Force, Thryv, Scorpion)
• Create Excel Workbooks for tracking key data for franchisees.
• Provide essential data driven reports to your support team.

Training and Support:

• Support the General Manager of Franchise and Vice President of Franchise
• Participate in technical presentations and training to potential Franchise candidates as well as professional customers.
• Organize and coordinate various company events.
• Capture and record detailed minutes in meetings.
• Manage the Annual Franchise Conference
• Host training week, Franchise Advisory Council meetings, and Discovery Day events.

Quality Control:

• Contact past leads as a customer service call to validate dead leads for checks and balances.
• Address any issues that may arise from customer feedback.

Financial Management:

• Manage budget for events, document, and track expenses.

Stakeholder Communication:

• Foster strong relationships with franchisees, encouraging open communication and feedback to enhance satisfaction and retention.
• Maintain regular communication with franchisees to gather feedback, address concerns, and foster a positive and collaborative relationship.
• Create and deliver franchise documents.

Innovation and Continuous Improvement:

• Implement and update standard operating procedures for the support team.

Regulatory Compliance and Documentation:

• Ensure all franchisees insurance is up to date and listed as additional insured.
• Manage all franchise contracts.
• Manage all Notice to Cures.
• Organize and manage a filing system in SharePoint.
• Onboarding and offboarding franchisees in the network

Innovation and Adaptation:

• Encourage innovation for continuous improvement, exploring new products, services, and technologies that can enhance the company efforts.

Required Skills and Qualifications:

3-5 years administrative experience

Demonstrate advanced organizational, analytical and time management skills; required to manage multiple priorities and multi-task.

Flexible and resilient; comfortable working in a fast-paced environment with a team consistently striving for improvement.

Verbal and written communication skills, with the ability to effectively communicate with a variety of stakeholders, including franchisees, and team members.

Ability to travel up to 5%

Supervisory Responsibilities

This position has no supervisory responsibilities.

Supervision Received

This position reports to the Vice President of Franchise.

People Contact

Ability to work with other employees, customers, and vendors.

Education

High School Diploma, associate degree or higher preferred but not required.

Certificates, Licenses, Registrations

Required: Valid Driver’s License

Language Skills

Must be able to communicate effectively in writing and verbally in English to interact with franchisees, customers, and other employees. Ability to write and read reports.

Mathematical Skills

Must be able to formulate and comprehend business math calculations. Excellent basic arithmetic skills

Computer Proficiency

Computer proficiency is required. Must be able to work with Microsoft Excel, Word, PowerPoint, and Outlook.

Physical Demands

The physical requirements consist of walking, turning the head and torso, stooping, kneeling, reaching, grasping, bending, and flexing the arms, legs, wrists, hands, and fingers. The senses of being able to see, hear, and have full power of speech are required.

Work Environment

This position will be working primarily indoors in a climate-controlled office environment.

This position is visible to the public; therefore, professional appearance and conduct are required.

The noise level in the work environment is usually moderate.