Office Coordinator

Job Description

Job Description

Executive Assistant — In-Office Operations
Captain Jay's Fish & Chicken | Dearborn, MI | Full-Time

About the Role:

This is not a sit-and-wait job. We are a fast-moving, multi-location restaurant group — 50+ locations, multiple entities, and a leadership team that moves fast and expects the same. We are looking for an Executive Assistant who is sharp, professional, and genuinely takes pride in running things tight. If you are the type of person who notices something before being asked and fixes it before anyone says a word — this is built for you.

You will be the right hand to executive leadership, managing calendars, communications, vendors, billing support, and daily office operations. You will work closely with a remote VA team and report directly to the CFO. Every day is different, every day matters, and your work will be felt across the entire organization.

What You Will Be Doing:

• Managing executive calendars and sending proactive appointment reminders — you own the schedule.
• Coordinating with vendors, staff, and executives to keep the day moving without dropped balls.
• Handling invoice printing, bill tracking, chargeback processing, and approval workflows.
• Maintaining organized digital and physical records across OneDrive, Outlook, and Teams.
• Supporting payroll logistics, document filing, and follow-up tracking.
• Greeting and assisting executives with hospitality and professionalism every time they walk in.
• Running the front office — aware of who is in, who is out, and what needs attention.

What We Are Looking For:

• Someone who is early, prepared, and already thinking two steps ahead.
• Exceptional attention to detail — you catch what others miss.
• Strong written and verbal communication skills.
• Comfortable juggling multiple priorities without losing accuracy.
• Discreet with confidential information — always.
• Proficient in Microsoft Outlook, Teams, and OneDrive.
• Experience in a fast-paced office, administrative, or operations environment preferred.
• Bilingual (Arabic/English) is a plus but not required.

What Sets the Right Candidate Apart:

You do not wait to be told what to do. You walk in, assess, and move. You protect the executive's time like it is your own. You know that a missed reminder, a sloppy email, or an unlogged approval can cost the company — and you take that seriously. You show up polished, prepared, and accountable every single day.

What We Offer:

• A real seat at the table in a growing multi-entity operation.
• Direct exposure to executive-level operations and decision-making.
• A structured, SOP-driven environment where your role is clear and your performance is recognized.
• Competitive hourly compensation based on experience.
• A team that moves fast, communicates directly, and gets things done.