Executive Assistant & Administration Coordinator

About the Role

We are seeking an organised, proactive, and detail-focused Executive Assistant & Administration Coordinator to support the CEO and oversee key administrative processes across the business. This role is central to ensuring smooth daily operations, effective communication, and the efficient management of our franchise resale process.

You will act as the CEOs right handmanaging his calendar, travel, scheduling off site meetings, and general administrative needswhile also maintaining accurate CRM records and coordinating the full administrative workflow for franchise resales, from initial enquiry through to final approval.

Key Responsibilities

Executive Support

• Manage the CEOs calendar, appointments, and scheduling requirements.

• Coordinate all travel arrangements, itineraries, and accommodation.

• Prepare meeting agendas, take minutes, and follow up on action items.

• Screen, prioritise, and respond to emails and correspondence where appropriate.

• Assist with preparation of presentations, reports, and documents.

Administrative Coordination

• Manage and maintain accurate information in the CRM (Zoho).

• Ensure enquiries, tasks, and workflow stages are updated promptly and accurately.

• Prepare and maintain documentation, contracts, and compliance records.

• Coordinate internal communication across departments for approvals and follow-ups.

• Perform general administrative duties including filing, document control, and data entry.

Franchise Resale Administration

• Oversee the end-to-end administrative process of franchise resales.

• Manage incoming resale enquiries and progress them through the CRM pipeline.

• Liaise with buyers, sellers, and internal stakeholders to collect required documentation.

• Coordinate appointment bookings, information sessions, and assessment requirements.

• Track and report on status updates, bottlenecks, and key timelines.

• Ensure all compliance and approval steps are completed before final sign-off.

Skills & Experience

Essential

• Proven experience in administration, coordination, or executive assistant roles.

• Strong organisational and time-management skills with the ability to prioritise.

• High attention to detail and accuracy in data entry and document handling.

• Experience using CRM systems (Zoho or HubSpot highly regarded).

• Excellent written and verbal communication skills.

• Ability to work independently, maintain confidentiality, and manage sensitive information.

• Strong proficiency in Microsoft Office.

Desirable

• Experience in franchising, retail, or multi-site businesses.

• Previous exposure to sales administration or workflow processing.

• Basic reporting or dashboard skills within CRM platforms.

Personal Attributes

• Professional, composed, and able to represent the CEO and business effectively.

• Proactive and resourcefulanticipates needs and solves problems early.

• Positive, collaborative, and willing to help where needed.

• Comfortable managing multiple tasks and working to deadlines.

Why Join Us?

• Work closely with a supportive CEO and leadership team.

• Join a stable, growing national brand with strong values.

• Opportunity to streamline processes and influence continuous improvements.

• Variety in your dayno two weeks are the same.