Job Description
Administrative / Office Management / Clerical - Part-time
Executive Assistant to the
Owner/Operator
PART TIME POSITION
(with opportunity for growth)
COMPANY OVERVIEW
Chick-fil-A Walker opened in October 2021 with a purpose to make every life we touch better. Our vision is to be the highlight of every guest’s day, and we desire to grow our impact and opportunities to care to become two restaurants making over one million lives better by 2031. Our Core Values (R.I.S.E.) are:
· Reliability – We can be trusted to follow through on our commitments
· Industriousness – We give our personal best everyday
· Service – We take good care of each other and our guests
· Excellence – We take pride in delivering great food, fast-accurate service, and gracious hospitality
ABOUT THE OWNER
Tim Hiller is the Owner/Operator of Chick-fil-A Walker, located in Grand Rapids’ west side Standale business district. Prior to Chick-fil-A, Tim served 9 years at Stryker Corporation, where he held various leadership roles. Prior to Stryker, Tim was a head high school football coach and spent time with four different NFL teams. He and his wife Michelle have been married over 15 years and met at Western Michigan University where they were student-athletes and led Fellowship of Christian Athletes together. Tim and Michelle have three children, Daniel, Emma, and William, and enjoy serving others through speaking, coaching young athletes, and serving at Ada Bible Church’s East Paris campus.
POSITION OVERVIEW
This is a part-time position, starting with 10-15 hours weekly, with a very high likelihood of scaling upward over time. You will report directly to our owner Tim and support him, as well as the three other members of our Leadership Team. You will need to live near Grand Rapids, MI, and be willing to work on administrative tasks in person at the restaurant 1-2 times a week. The remainder of working time can be completed from home. Administrative tasks can be completed during normal 9AM – 5PM, Monday – Friday working hours. On occasion there will be opportunities to work additional evening or weekend hours for important events, like our Team Member Scholarship Banquet, Daddy/Daughter Date Night, Touch a Truck, or Campus Life Night at Grand Valley State University.
MISSION
The mission of the Executive Assistant is to stay three steps ahead of Tim and the Leadership Team, tracking all the administrative details, and clearing the path for Tim to make his greatest contribution to our business. The Executive Assistant will be critical to the team by anticipating needs at an exceptionally high level, allowing Tim and our Leaders to develop strategy and focus on our two most important priorities – our team members and our guests – so we can serve well and reach our business goals.
While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on Tim’s needs and the needs of business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the initiatives of the business.
KEY RESPONSIBILITIES
The Executive Assistant will have the following primary responsibilities:
· Complex calendar management and scheduling (both personally and professionally) on behalf of Tim and the Leadership Team
· Email management on behalf of Tim and within the Restaurant inbox, assigning emails to other Leaders as needed
· Communicating on Tim’s behalf both internally and externally
· Weekly L10 Leadership Team meeting support including scorecard updates, issues list updates, taking notes, and distributing action items
· Providing support, care, and recognition for team members through celebrating birthdays, work anniversaries, “We Saw That” cards, gifts, and Team Member Appreciation Week
· Contributing to coordination & planning of Community Events and internal employee Leadership Development courses
o Example Events: Daddy/Daughter Date Night, Team Member Scholarship Banquet, Touch a Truck, Dogs in the Drive Thru
o Example Courses: Foundations, Soft Skills, Personal Finance
Sharing generosity with our community through managing donation requests and Be Our Guest card distribution
· Light data entry and accounts payable duties such as updating scorecards, budgets, Team Goals tracker, customer CRM entry (Pipe Drive), and invoice/expense entry
· Scanning and filing or mailing of key documents such as candidate interview forms, PTO requests, personnel file items, W-2’s, and month end financial packet
· Running errands and ordering supplies both locally (FedEx Office, Gordon Foods) as well as online (Amazon Business, Webstaurant, Supply Central, Sunrise)
· Other varying personal and professional tasks, including, but not limited to, research projects, booking travel, coordinating meals, ordering gifts/flowers, etc.
PROFICIENCIES & SKILLS
Accuracy & Basic Knowledge: The Executive Assistant will have high attention to detail and accuracy, using their existing experience dealing with personal and financial information, their experience supporting business or ministry leaders, and their ground level understanding of basic business terminology to provide informed administrative support.
Quality Communication: The Executive Assistant must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, Slack messages, text messages, and/or emails.
High Level of Trust & Discretion: Since our Executive Assistant will regularly work with confidential or personal information, discretion and sensitivity regarding financial information is a must.
Team Player: In addition to working directly with Tim, the Executive Assistant will also work with members of the Leadership Team and other team members from around the business. They will need to be able to collaborate and communicate well with these team members, maintaining a can-do, positive spirit and not complaining, making excuses, or gossiping.
Anticipating Needs: As a part of our commitment to enabling our Tim and our Leadership Team to serve our team members and guests at the top of their game, our Executive Assistant will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay three steps ahead of your leader, clearing the path for him to make his greatest contribution.
Affinity for Technology: Our executive assistant will be technologically savvy and will not be intimidated by learning about new technology. Proficiency in the following tech platforms is ideal: Slack, Zoom or Microsoft Teams, Google Suite, Canva, and Microsoft Office Suite. Other platforms will include, with training: VSBL, Hot Schedules, and CFA Home.
REQUIREMENTS
Education: Bachelor’s degree, preferred
Experience: 2-5 years supporting business or ministry leaders preferred, dealing with personal and financial information with the utmost trust and care
Physical: Ability to bend, reach, and lift boxes and office supplies up to 20 lbs.
Job Type: Part Time, Hourly
APPLICATION INSTRUCTIONS
To apply, please submit the following via email to tim.hiller@cfafranchisee.com:
1. Cover letter and PDF of your resume
2. Tell us how you heard about this position
3. StrengthsFinder Top 5 Strengths Report (optional)
4. Kolbe A Index Assessment (optional)