Administrative Coordinator

The Administrative Coordinator role for Entity Technology Solutions (ETS) within the Digital Technology and Transformation department serves to support the Executive Director and Leadership Team of ETS. ETS exists to provide technology support to emerging business areas; these currently include Chick-fil-A International and Supply Chain Vertical Business Lines (Chick-fil-A Supply, Bay Center Foods). The Administrative Coordinator role for ETS extends beyond traditional administrative responsibilities, requiring a continuous improvement mindset and agility in the performance of daily tasks for the team. This role delivers support by managing complex schedules, coordinating travel arrangements, and preparation of agendas and presentations for meetings. This role serves as a vital liaison between the ETS Executive Director, the leadership team, and both internal and external stakeholders, facilitating seamless communication and efficient workflow. It demands exceptional organizational skills, keen attention to detail, and the ability to manage confidential information with the utmost discretion. The Administrative Coordinator role enables the Executive Director and leadership team to focus on strategic priorities by performing administrative tasks and facilitating efficient operations.

Our Flexible Future model offers a healthy mix of working in person and virtually, strengthening key elements of the Chick-fil-A culture by fostering collaboration and community.

• Manage complex calendars and schedules: Proactively schedule meetings, appointments, and travel arrangements, considering priorities, potential conflicts, and facilitating last-minute changes.
• Provide proactive administrative support: Perform various administrative tasks such as Executive Director’s email, expense reports, invoice processing, document management, and record-keeping ensuring timely responses and that deadlines are met.
• Coordinate comprehensive travel logistics: Book flights, accommodations, and transportation, ensuring smooth and efficient travel experiences.
• Plan and coordinate meetings: Gather topics and organize meeting agendas, create presentations, and distribute documents for various meetings and presentations.
• Facilitate effective communication: Function as a point of contact for internal and external stakeholders, filtering communications and ensuring timely responses.
• Manage confidential information: Maintain discretion and protect sensitive information related to company operations and strategic initiatives.
• Project management: Assist with special projects, coordinating tasks, timelines, and resources as needed.
• Relationship management: Build and maintain strong relationships across ETS, DTT, and with internal and external stakeholders.
• Team Culture and Engagement: Provide insights and input to the overall pulse of ETS team and DTT department and assist with Culture and Engagement initiatives.
• Event planning: Take the lead in researching, planning, and executing events on behalf of ETS including team outings and culture building events.
• Team member: Serves as main point of contact and represents the Executive Director and ETS team on the DTT Administrator team.

Qualifications

• Proven track record of successfully managing complex schedules and travel arrangements
• Demonstrated ability to anticipate needs, proactively solving problems with creativity
• Strong organizational skills with the ability to manage and track details, events, and data efficiently
• Excellent verbal and written communication skills with all levels of the organization
• Strong execution and follow-through with minimal supervision, demonstrating personal ownership and accountability
• Servant spirit with a strong desire to help wherever needed
• Proficiency in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook)

Knowledge

• Familiarity with strategic goals of ETS team and linkage to administrator role
• Awareness of trends in administrative support, technology tools, and communication strategies
• Strong understanding of company policies, procedures, and practices

Skills and Abilities

• Exceptional organizational and time management skills with sharp attention to detail
• Ability to prioritize and manage multiple tasks while adapting to changing priorities
• Maintain trust with confidential information
• Help identify, prepare, and update processes and procedures for ETS to drive clarity and alignment
• Ability to work independently while being a proactive and collaborative team player
• Planning and executing effective meetings, including agenda development, logistics management, and documentation of key decisions

Qualifications

• Experience coordinating complex travel arrangements, both domestic and international
• Familiarity with Chick-fil-A's culture, values, and operating procedures
• Experience supporting a team and not just an individual
• Project management experience
• 7+ years’ experience

Knowledge

• Strong understanding of best practices and current trends in administrative support, technology, and communication within the restaurant or retail industry.
• Familiarity with executive-level communication protocols and best practices
• Familiarity with other relevant software and platforms beyond Microsoft Office Suite (e.g., Trello, Miro, Mentimeter, Slack). Experience leveraging Generative AI (e.g., Google Gemini) to assist and streamline administrative tasks

Skills and Abilities

• Advanced proficiency in Microsoft Office Suite, including advanced features of Excel and PowerPoint
• Experience with project management software
• Learn new technologies and adopt as appropriate
• Create meaningful moments and thoughtful experiences for team