[Hiring] Executive Assistant @Agent

Role Description

We are looking for a high-level Executive Assistant who thrives at the intersection of operational precision and business growth. This is not just a scheduling role; you will be the "engine room" of our business, ensuring our CRM is spotless, our marketing is consistent, and our leadership stays focused.

The ideal candidate possesses a "Gatekeeper" mentality—protecting the Owner’s time while proactively identifying opportunities to expand our community footprint.

Key Areas of Responsibility

• CRM & Performance Analytics
  • Management of the CRM. Audit lead pipelines daily to ensure no prospect is missed and data stays "clean." Assist with lead follow up if needed.
  • Monitor and report on Front Desk response times and lead conversion rates.
  • Measure and report on Lead RN performance metrics.
  • Gather data for weekly staff meetings.
  • Run and distribute Member Benefit reports on the 1st and 15th of each month for front desk action. Assist in member outreach if needed.
• Marketing, Social Media & Outreach
  • Proactively research and schedule B12 pop-up booths and partnership events with local businesses (gyms, spas, etc.).
  • Use Canva to create professional graphics for monthly specials and internal/external promotions.
  • Manage and optimize the Booker Marketing Suite for automated client retention and email campaigns.
  • Produce and distribute monthly staff and client newsletters.
  • Desired, but not required skill: Manage Instagram and Facebook presence, including weekly posting and community engagement for all locations.
• Operations & Team Support
  • Manage and publish monthly staff schedules.
  • Calculate and distribute biweekly tip allocations to ensure timely and accurate payroll. Calculate membership commissions for payroll.
  • Listen to monthly Area Developer meetings and provide clear, actionable recaps to the Franchisees via email.
  • Oversee multiple inboxes, prioritizing urgent tasks and filtering out noise.
• Executive Support & Wellness
  • Strategic management of the Owner’s calendar.
  • Proactively ensuring the Owner has time blocked for meals, exercise, and self-care to prevent burnout.

Qualifications

• Minimum 3+ years of experience as an EA or Operations Coordinator, specifically working with USA-based clients.
• Proven experience in a fast-paced startup or small business environment where adaptability is key.
• Exceptional written and verbal communication skills for both internal recaps and external outreach. English language (C1/C2 level).
• Proficient in Canva, CRM management, and Booker (or similar scheduling/marketing suites).
• Comfortable working with numbers, spreadsheets, and performance metrics.
• Ability to work independently and anticipate needs before they are explicitly stated.
• Highly organized with a knack for building and maintaining systems.
• Proactive Nature: You don't wait for instructions; you anticipate needs and solve problems before they escalate.