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 drivers 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 

Work schedule

• 8 hour shift
• 10 hour shift
• Weekend availability
• Monday to Friday
• Holidays
• Day shift
• Night shift

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• 401(k)
• 401(k) matching
• Employee discount