Executive Assistant

Position Summary

Spark Car Wash is searching for an Executive Assistant to provide hands-on administrative, scheduling, meeting, travel, and office support to the President and Corporate office. This role is ideal for someone who is highly organized, dependable, professional, and comfortable keeping day-to-day priorities moving in a fast-paced environment.

About the Role

This position is based out of our corporate headquarters in Summit, NJ and is expected to be in person. The role may require occasional travel with the President to support business meetings, operational reviews, and other company initiatives. Travel is expected to be limited and anticipated to be less than 25% of the time.

Essential Functions

• Provide day-to-day administrative support to the President, including calendar management, meeting scheduling, and schedule coordination
• Deliver thoughtful, high-level support by understanding broader business priorities, exercising sound judgement, and helping ensure translate key initiatives, decisions and next steps are organized and followed through effectively
• Schedule travel and accommodations, including booking flights, hotels, ground transportation, itineraries, and related logistics
• Aid in creating, editing, formatting, and organizing PowerPoint presentations, reports, agendas, and other meeting materials
• Maintain organized files, documents, notes, and follow-up items to help ensure meetings and administrative tasks are completed on time
• Cook meeting logistics, including conference room reservations, room set-up, technology needs, printed materials, and attendee coordination
• Coordinate meeting logistics, including conference room reservations, room set-up, technology needs, printed materials, and attendee coordination
• Prepare rooms for meetings by ensuring the space is clean, organized, stocked, and ready for attendees
• Coordinate lunch orders, catering, beverages, and other meeting needs, including set-up and clean-up support as needed
• Support office engagement initiatives, employee events, team meetings, recognition activities, and other office-based culture efforts
• Aid in invoicing systems and administrative payment workflows, including routing invoices, tracking approvals, maintaining support documentation, and partnering with Accounting as needed
• Handle confidential information with professionalism, discretion, and good judgment
• Manage office operations, including receiving packages, coordinating custodial and maintenance vendors, ordering office supplies, monitoring inventory levels, maintaining organized breakroom facilities, and administering the office access control (fob) system
• Cook meeting logistics, including conference room reservations, room set-up, technology needs, printed materials, and attendee coordination
• Cook meeting logistics, including conference room reservations, room set-up, technology needs, printed materials, and attendee coordination

Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred
• 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Coordinator, Office Manager, or similar administrative support role
• Strong organizational skills with the ability to manage schedules, meetings, travel, documents, and competing priorities
• Professional communication skills and the ability to work effectively with executives, employees, vendors, and visitors
• Strong attention to detail, follow-through, and ability to keep tasks moving without frequent reminders
• Comfortable creating and editing PowerPoint presentations, agendas, reports, and other business documents
• Proficiency with Microsoft Office, Outlook, Word, Excel, and PowerPoint; ability to learn company platforms quickly
• Service-oriented, flexible, and willing to assist with both executive support and hands-on office coordination tasks
• Ability to handle confidential information and sensitive business matters with discretion
• Experience in a multi-site, retail, hospitality, consumer services, or growth-oriented business environment preferred
• Experience supporting a senior leader or executive in a fast-paced office environment preferred

Physical & Travel Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times, including office supplies, meeting materials, or catering items
• This position requires occasional domestic travel, anticipated to be less than 25% of the time
• Travel may include car and/or train travel to support site visits, business meetings, and other company initiatives

Benefits

• Competitive base pay salary plus annual bonus
• Comprehensive health benefits including medical, dental, and vision coverage
• 401k Plan (+4% company match)
• 3 weeks of paid time off annually, prorated based on start date, plus paid federal holidays
• Company laptop and branded gear
• Employee car wash plan