Right-Hand Assistant for Growing Franchise Portfolio — Sales Support, Research & Analysis

Overview We're a growing organization in the franchise space with a portfolio of multiple brands — including an established brand with 300+ locations — and we're actively adding new brands to that portfolio. We're looking for a sharp, versatile, full-time Sales & Research Assistant to work exclusively with our leadership team and become the reliable right hand that keeps our sales engine, research, and growth projects moving. This is a long-term, exclusive, full-time role — not a per-project gig. Day to day you'll own calendars, coordinate our high-stakes "Discovery Day" events, keep our CRM immaculate, and stay in regular contact with our franchise partners by phone, email, and text. You'll also use AI tools like Claude and ChatGPT to help us work smarter — summarizing documents, distilling numbers into quick highlights, and turning sales and lead data into simple reports that show us what's working and what's off. This is a voice-facing role — you'll represent our organization directly to partners — so warm, clear, professional communication is essential. If you love bringing order to a busy operation, are genuinely handy with AI, and take pride in being the person everyone relies on, we want to hear from you. What You'll Do Calendar & Schedule Management Manage two executives' Microsoft Teams calendars daily — verify meeting links, catch and flag double-bookings, and communicate any day-of changes or cancellations immediately. Schedule meetings with franchise partners and executives (typically 1-hour slots), always offering three time options in PST. Block calendars for travel and PTO, and keep recurring meetings (Discovery Days, welcome calls, 1-on-1s, weekly sales meetings, training, webinars) scheduled a month ahead. Discovery Day Coordination (a core part of the role) Set up and send Discovery Day invitations in Zoho CRM and Teams, including Zoom links, participant lists, and standardized descriptions. Confirm attendance with our executive crew and coordinate the full pre-event and event schedule. Build Discovery Day profile decks in PowerPoint for each prospect — pulling together background, personality assessments, territory maps, financials, and more into a clean, consistent format. CRM & Asset Collection Keep prospect records accurate and up to date in Zoho CRM. Track and collect required candidate assets (applications, background checks, questionnaires, assessments, territory maps, signed documents) and keep our deal tracker current. Franchise Partner Relations (voice-facing) Stay in regular contact with our current franchise partners by phone, email, and text — confirming meetings, following up, answering routine questions, and keeping relationships warm. Deliver friendly, professional customer service in every interaction; you'll often be the first point of contact our partners reach. Professional Communication Draft clear, concise, professional emails to franchise partners, always following our communication standards (correct recipients, proper CC's, purpose-driven subject lines). Flag anything urgent to sales leadership immediately. AI-Assisted Research & Reporting Use AI tools like Claude and ChatGPT to read through documents and pull out what matters — for example, summarizing the costs or Item 19 from a competitor's Franchise Disclosure Document (FDD). Drop a P&L into AI and give us a clean summary of the highlights, issues, and concerns — nothing fancy, just a clear read of what stands out. Turn sales and lead data into simple, useful reports — flagging things like "Facebook leads were low this week" or "a rep's call volume dropped over the last two days." Always sanity-check what the AI gives you before it reaches us — you're the human who catches the mistakes, not just a pass-through. Reporting & Executive Support Maintain trackers and enter data accurately; pull together reports and status updates for leadership. Provide general administrative support to our executives (document prep, follow-ups, and occasional research projects as our brand portfolio grows). What We're Looking For Required Fluent, clear spoken and written English — you'll be on the phone and video with our partners, so a warm, easily understood speaking voice is a must, and your emails must read as professional and error-free. Customer-service skills — friendly, patient, and professional on every call, email, and text. Strong Microsoft Teams and Outlook calendar skills — scheduling, managing invites, and preventing double-bookings. PowerPoint and Excel proficiency — you'll build prospect profile decks and maintain tracking sheets and reports. Prior executive assistant or sales-support experience, including professional client communication. Genuinely handy with AI tools (ChatGPT, Claude) for summarizing documents, distilling numbers, and drafting reports — and, just as important, the judgment to double-check the output and catch when it's wrong. Comfortable working with information and basic numbers — able to read a document or a simple P&L and pull out what actually matters (no financial-analyst background needed). Excellent organization and follow-through — you catch details others miss and never let things slip. Discretion and confidentiality — you'll handle sensitive competitor, financial, and partner information, so a signed NDA is part of onboarding (standard, nothing unusual). Available full-time and exclusive to us, with at least 4 hours of daily overlap with Pacific (PST) business hours. Reliable computer, headset, and internet. Preferred / A Plus Hands-on Zoho CRM experience (comparable CRMs like Salesforce/HubSpot are a plus; we can train the right person). Experience in the franchise / franchising industry. Comfort reading basic business numbers (a P&L, sales/lead reports). Comfort learning new tools quickly (Zoom, 16Personalities, mapping/demographics software). Experience supporting a US-based team. You'll Thrive Here If You Are… A proactive self-starter who anticipates what's needed and doesn't wait to be told. Calm under pressure — last-minute changes and busy days don't rattle you or cause dropped balls. Warm and professional in every interaction, representing our brand the way our partners deserve. Details Type: Full-time, long-term, exclusive Hours: ~40 hrs/week, with a minimum 4-hour daily overlap with PST business hours Rate: $8–20/hr — final rate depends on experience and skills; stronger organization, communication, and AI/reporting ability earns the top of the range. Location: Open worldwide Paid Trial We start every hire with a short paid trial (about one week / 10–20 hours) at your agreed hourly rate. It's a low-pressure way for both sides to make sure it's a great fit before committing long-term — you'll do a few real tasks (calendar setup, a partner-style email, and a small AI research summary) and we'll go from there. Strong trials convert straight into the ongoing full-time role. Why Work With Us Long-term stability — we're hiring for the long haul, not a short project. The right person becomes a permanent, valued part of our team with a steady, reliable full-time workload. Grow with a growing portfolio — you'll get exposure to real sales, research, and reporting work across multiple brands, with room to take on more as we expand. A close-knit team where your work directly supports a fast-growing franchise organization, and where being dependable, curious, and proactive is genuinely noticed and appreciated.