Administrative Coordinator, External Affairs

Overview

The Administrative Coordinator provides high-level administrative support to the External Affairs Leadership Team, supporting the Executive Director of Public Affairs, Sr. Director of Public Relations and their teams. This role is supporting a fast-paced, highly collaborative team that often works on dynamic and sometimes sensitive topics. The Administrator manages calendars, plans meetings and events, coordinates logistics for video and webcast productions, assists with project management, books frequent business travel for the team, and performs a variety of other administrative functions. Regular interaction with staff at all levels, Chick-fil-A Operators, and external visitors is required, with a focus on both results and relationships.

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 and maintain executive and team members' schedules; mastery of Microsoft Office/Outlook required.
• Plan and coordinate meetings, events, and logistics for video/photo shoots (including vendor management, set design, production calendar, and on-site support).
• Prepare invoices, reports, memos, letters, financial statements, and other documents using Microsoft Suite; manage and track multi-million-dollar department budget and invoices.
• Plans the bi-monthly External Affairs team meeting, working with EALT to coordinate speakers, create the deck and facilitate culture/team engagement.
• Compiles the monthly External Affairs Update for the Executive Committee.
• Works with other CCEA admins to ensure the External Affairs team is represented in CCEA department communication & meetings.
• Assist with project management and development of documents, PowerPoints, and other materials.
• Open, sort, and distribute incoming correspondence (including email).
• Compile, transcribe, and distribute meeting minutes; manage meeting agendas.
• Make travel arrangements and complete expense reports.
• Conduct research and compile data for consideration and presentation by executives, committees, and boards.
• Greet and host visitors and Operators; interact with people outside the organization, representing Chick-fil-A to customers, the public, government, and other external sources.
• Openness to serve on department development and culture team, designing and planning events and activities to enhance team culture and celebrate achievements.
• Assist with team and individual celebrations and recognition.
• Develop and maintain constructive and cooperative working relationships; communicate effectively with supervisors, co-workers, and subordinates.
• Develop specific goals and plans to prioritize, organize, and accomplish work.
• Identify potential billing issues by recognizing information on invoices by category, estimating, or recognizing differences or similarities, on vendor proposals.

• Bachelor's Degree or the equivalent combination of education, training and experience from which comparable skills can be acquired
• Expert-level technology skills, including Microsoft Office.
• Experience managing calendars, scheduling meetings/events, and coordinating video production.
• Experience coordinating complex travel arrangements, both domestic and international.
• Strong relational skills, organizational and task management abilities; ability to anticipate needs and manage multiple tasks simultaneously.
• Ability to maintain trust with confidential information.
• Desire to learn new technology and adopt as appropriate.
• Ability to compile, manage, and track details, events, and data in an organized manner online for quick access.
• Ability to play a key role in a highly cohesive, creative, and collaborative team that works across the entire Chick-fil-A organization and reports directly to senior leadership.
• Desire to care for individuals and contribute to a positive team culture

• Bachelor's degree
• Experience providing administrative support to executives in high profile roles like public officials, elected officials, senior level executives or leaders.
• Project management experience
• Strong understanding of best practices and current trends in administrative support, technology, and communication
• Familiarity with executive-level communication protocols and best practices