Administrative Assistant

Role Overview: The Office Administrator supports the organization by managing day‑to‑day administrative functions, maintaining office organization, and assisting operational leaders. This role ensures the office runs efficiently through strong attention to detail, proactive problem‑solving, and consistent follow‑through. Job Responsibilities: Administrative & Financial Support Process and submit supplier payments accurately and on time. Receive, organize, and manage supplier invoices; ensure proper documentation and tracking. Maintain organized records (digital and physical) for invoices, payments, and administrative files. Administrative Operations & Organization Schedule repairs and maintenance with vendors for facility, equipment, and office needs. Maintain office cleanliness and organization, ensuring a professional and functional environment. Ensure adequate stock of all necessary office supplies and materials. Place orders for requested store and office items in a timely manner. Operational Support Assist in operations (FOH or HOH) at a minimum of 15 hours per week Assist in operations during events and special occasions Communicate effectively with suppliers, vendors, and internal team members. Support special projects and operational initiatives as assigned. Display strong communication and interpersonal skills Handle guest complaints and guest recovery via all platforms (CARES, CFA One, Spotlight, Yelp, Google, in person, etc) Answer any phone calls made to the store phones in professional manner Additional Responsibilities Office-based with occasional interaction with store or operational areas. May involve light physical activity such as organizing supplies or receiving deliveries. Going to different locations to retrieve product necessary for operations Additional tasks delegated by the Executive Leadership team and Operator Skills and Attributes Dependable and trustworthy with confidential information. Proactive and solutions-oriented mindset. Ability to work independently while supporting a team. Strong time management and follow-through. Strong organizational skills and attention to detail. Ability to manage multiple tasks and prioritize effectively. Proficiency in basic technology tools (email, spreadsheets, documents, online ordering platforms). Professional communication skills (verbal and written). CULTURE EXPECTATION: All Team Members are responsible for embodying our Commitment to Care and our Core Values while demonstrating the 3 C’s: Character, Chemistry, and Competency. In the Administrative Assistant role, this may look like, but is not limited to, the following behaviors: Character Demonstrates integrity, discretion, and professionalism when handling confidential information. Takes ownership of responsibilities and follows through on commitments without requiring constant supervision. Maintains a positive attitude and solutions-focused mindset, especially during busy or challenging seasons. Communicates honestly, respectfully, and promptly with leaders, team members, vendors, and guests. Represents the organization with excellence in all written, verbal, and in-person interactions. Chemistry Builds positive and productive relationships across both restaurant locations. Serves as a supportive resource to leaders and team members by anticipating needs and offering assistance. Communicates with kindness, empathy, and professionalism while creating an environment where others feel valued and cared for. Protects team unity by avoiding gossip, maintaining confidentiality, and promoting healthy communication. Demonstrates flexibility and a team‑first mentality by willingly assisting where needed. Competency Maintains a high level of organization and attention to detail in administrative tasks, records, scheduling, and communications. Effectively manages competing priorities while meeting deadlines consistently. Proactively identifies opportunities to improve systems, processes, and efficiencies. Demonstrates proficiency with technology, software platforms, and administrative tools required for the role. Ensures accuracy and excellence in all work products, communications, reports, and documentation. Anticipates needs and solves problems before they become obstacles for leaders or the team. Commitment to Care Creates exceptional experiences by caring for team members, leaders, guests, and community partners. Supports leadership by helping create organized, efficient, and people-centered systems. Looks for opportunities to serve others beyond the minimum expectations of the role. Contributes to a culture where people feel seen, valued, respected, and encouraged. REQUIRED QUALIFICATIONS Must be 21 years of age or older* Must have a valid driver's license Open availability to work Monday - Saturday Willing to work holidays Willing to work nights and weekends Available to work 40+ hours per week ServSafe Certification PREFERRED QUALIFICATIONS 3 months of Chick‑fil‑A Pasadena experience Bachelor’s Degree #J-18808-Ljbffr