Administrative Assistant

Job Description

Job Description

Benefits:

• Competitive salary
• Employee discounts
• Health insurance
• Opportunity for advancement
• Training & development

Executive Assistant & Office Administrator Clive Collective | Phoenix, Arizona

Primarily on-site at our Phoenix headquarters, with meetings and activities throughout the Phoenix area

ABOUT THE OPPORTUNITY

Work directly with the leaders helping shape Clive Collective’s restaurant and hospitality business. As our Executive Assistant & Office Administrator , you’ll support our finance and operations executives, build relationships across the company, and help turn priorities into completed work.

This is a high-visibility, hands-on role with direct access to leadership and exposure to restaurant operations, new openings and company projects. Your work will make a visible difference in how our leaders and teams spend their time.

We’re looking for someone who enjoys both sides of the job: contributing to meaningful projects and making sure the everyday details are handled well. You anticipate what’s needed, ask thoughtful questions and follow through without repeated reminders. As you learn the business and demonstrate ownership, you’ll have opportunities to contribute to broader projects and take on additional responsibility.

WHAT YOU’LL DO

Executive Support & Coordination

• Manage calendars, coordinate meetings and arrange travel and restaurant visits for two company executives.

• Anticipate upcoming needs, identify scheduling conflicts and missing information, and prepare materials before they become urgent.

• Prepare agendas, capture decisions and action items, and follow up on commitments.

• Maintain a shared view of priorities and deadlines, helping leadership resolve competing requests.

Communications & Follow-Through

• Organize incoming requests and correspondence, highlight items requiring leadership attention, and direct routine matters to the appropriate person.

• Draft clear, professional emails, meeting summaries, presentations and other business communications.

• Coordinate with internal teams, vendors, service providers and business partners to gather information and keep work moving.

• Prepare concise updates showing what is complete, what is waiting and what needs a decision.
  
  
• Track outstanding items through completion—not simply through the next reminder.

Office Administration & Team Support

• Keep our headquarters organized, welcoming and ready for employees, visitors and business partners.

• Coordinate office supplies, mail, deliveries, equipment needs and service providers.

• Prepare document packets, coordinate signatures and maintain accurate, accessible electronic records.

• Track renewals, important dates and recurring administrative requirements.

• Assist with interview scheduling, onboarding logistics and other team coordination needs.

• Organize leadership meetings, team gatherings and business-partner visits, ensuring logistics are handled and guests feel well taken care of.

Projects & Process Improvement

• Take ownership of defined administrative projects—from gathering information and coordinating participants to tracking deadlines and confirming completion.

• Support restaurant openings and ongoing operations through scheduling, checklists, document collection and follow-up.

• Gather information and prepare materials for internal reporting, business requests and special projects.

• Create simple checklists, templates and organized records that make recurring work easier.

• Identify practical ways to reduce unnecessary steps and improve coordination across the team.

Technology & AI

• Use Google Workspace, spreadsheets, task-management platforms, DocuSign and other business tools confidently.

• Be comfortable using AI as part of everyday work—not just willing to try it.
  
  
• Use approved AI tools to improve drafting, meeting summaries, research and organization while checking accuracy and protecting confidential information.

• Learn new systems and recognize when a task requires human judgment or approval. No coding experience is required.
  
  

WHAT WE’RE LOOKING FOR

• Relevant experience in executive support, office administration, project coordination, hospitality management or a comparable role. We value demonstrated organization, judgment and follow-through over a specific career path.

• The ability to support multiple leaders and manage changing priorities without losing track of commitments.

• Clear, concise written and verbal communication.

• Resourcefulness and confidence handling unfamiliar tasks, picking up the phone and asking the right questions.

• Sound judgment about urgency, confidentiality and when to escalate.

• Careful attention to names, dates, documents and details.

• A welcoming, service-oriented approach and the ability to build strong working relationships.

• A willingness to handle routine administrative work with the same care as a high-visibility project.

• Ability to work primarily on-site at our Phoenix headquarters and attend meetings at locations throughout the Phoenix area.

• Hospitality or multi-location business experience is a plus.

WHY JOIN CLIVE COLLECTIVE?

Direct access to leadership
Work closely with company executives and see how priorities become decisions and action.

A firsthand view of hospitality
Gain exposure to our restaurants, teams, new openings and business initiatives.

Meaningful ownership
Be trusted to solve problems, improve organization and carry work through to completion.

Room to develop
Build your skills and expand your contributions as you learn the business.

Visible impact
Help create the time, preparation and coordination that allow our leaders and teams to do their best work.