Administrative Assistant Director

Administrative Assistant Director

Reports To: Executive Director

Position Type: Full-Time or Part Time

Role Summary

The Administrative Director plays a key role in keeping the restaurant’s administrative and financial operations running efficiently. This position oversees payroll, accounts payable, and digital budget management to ensure accuracy, organization, and consistency across all back‑office functions. By maintaining clear and reliable financial systems, the Administrative Director equips the leadership team with the information needed to make confident business decisions.

Key Responsibilities

• Digital Budget Management:
  Maintain and update the restaurant’s digital budget tracking systems (e.g. Google Sheets & Supplier Payments). Ensure all actual expenses are recorded and inputted.
• Accounts Payable:
  Manage and pay all vendor invoices, utilities, and local service contracts accurately and on time.
• Financial Reporting:
  Provide weekly or monthly summaries of budget variances to the Director Team, highlighting areas of overspending or opportunities for cost savings.
• Expense Tracking:
  Maintain a meticulous digital filing system for all receipts and invoices to ensure real‑time budget accuracy.
• Participate in End of Month filing and management.

• Processing:
  Execute payroll cycles, ensuring all hours, reimbursements, deductions and bonuses are calculated correctly and distributed on time.
• Compliance:
  Maintain accurate records for new hires, terminations, and tax with holdings in accordance with federal and state laws.
• Discrepancy Resolution:
  Act as the primary point of contact for Team Members regarding pay‑related questions or errors.

• Office Management:
  Maintain a clean, professional, and highly organized office at all times.
• System Creation:
  Design and implement sustainable systems for document retention, and key management.
• Digital Infrastructure:
  Organize shared drives and digital folders to ensure the leadership team can find documents instantly.
• Attend all Director and Assistant Director meetings to be the primary note taker.

• Personnel Files:
  Ensure all Team Member files are up‑to‑date and compliant with Chick‑fil‑A standards and labor laws.

Success Metrics

• Budget Accuracy:
  Digital budget reflects real‑time financial health with 100% reconciliation to bank statements.
• Operational Reliability:
  Zero late fees on bills and 100% accuracy in payroll processing.
• Organizational Excellence:
  Office and digital files are organized such that any leader can find a required document within ~60 seconds.

Qualifications

• Preferred Experience:
  
  2+ years in an administrative, bookkeeping, or office management role.
• Technical
  
  Skills:
  
  Advanced proficiency in Microsoft Excel/Google Sheets (data entry, formulas, and formatting) and experience with payroll/accounting software.
• Character:
  Exceptional integrity and discretion when handling sensitive financial data.
• Aptitude:
  Strong analytical skills with the ability to spot trends or errors in financial spreadsheets.