VA| Operation support | social media | CRM

What the role actually covers

I’d structure the responsibilities like this:

Executive & Administrative Support: Manage emails and follow-ups, calendar/meeting coordination, meeting notes, reminders, document organisation and general admin support directly for the CEO.
Head Office Social Media: Schedule approved content across UAC channels, respond to DMs/comments, manage basic inbox enquiries, identify and outreach to potential collaborations/partners, and coordinate with UAC’s marketing/content team. This isn’t primarily a content-creation role.
Merchandise & Supplier Coordination: Liaise with Alibaba/Chinese suppliers, follow up samples, quotes, production and orders, maintain merchandise order records and chase suppliers when required.
Franchise Support: Become an accessible Head Office contact for franchisees for day-to-day administrative requests, documents, supplier information, spare parts/equipment follow-ups and outstanding actions.
CRM & Accounts Follow-up: Work within GoHighLevel, keep leads/tasks organised, assist franchise locations with CRM administration, follow up outstanding payments/debts and maintain clear records of actions.
Franchise Project Coordination: Maintain franchise-opening checklists, timelines and basic Gantt charts; chase outstanding tasks from franchisees, suppliers and contractors; flag delays to management rather than personally managing construction.
Head Office Organisation: Maintain Trello/project boards, recurring task lists, SOPs, files and deadlines so that tasks don’t continually need to come back through you.
The type of person I’d recruit

I would specifically advertise for someone with 3–5+ years’ experience as an Executive Assistant, Operations VA or Project Coordinator, rather than someone whose background is primarily basic VA/data entry.

The key characteristics I’d screen for are excellent written English, very organised, confident following people up, comfortable speaking with franchise owners and suppliers, strong initiative, and able to work without needing every task explained repeatedly.

Software experience I’d favour would be GoHighLevel/CRM experience, Trello or ClickUp/Asana, Google Workspace, Canva/Meta Business Suite and ideally Alibaba/supplier communication. They don’t need every one of those if they’re strong operationally.