Executive Assistant & Office Administrator -- Direct CEO Report

Job Description

Job Description

Job Title: Executive Assistant & Office Administrator — Direct CEO Report

Company: Feel Great Car Wash / Q Wash Management LLC (a Q Companies company)

Location: Euless, TX (310 S Industrial Blvd) — Hybrid, ~3 days in-office / 2 remote

Job Type: Full-Time, Salaried

Compensation: $55,000–$80,000/year depending on experience — higher for exceptional candidates — plus performance bonuses

 

This is a high-trust, right-hand role — not a phones-and-coffee admin job. No ceiling on bonuses dependent on performance.

Feel Great Car Wash is part of Q Companies — a family-owned, minority-owned business spanning construction, real estate development, and car wash operations, built by self-made founders. We mostly develop greenfield sites from the ground up, and we've grown fast: from 1 car wash location last year to 7 this year, and from about 20 people to roughly 100.

 

We're hiring one exceptionally reliable, organized, and discreet person to work directly alongside our CEO as their right hand — protecting their time, enforcing company standards, and making sure nothing important falls through the cracks. You'll sit on a tight office team of about 8–10 people, with direct access to ownership and full visibility into how a rapidly scaling business actually runs.

 

You'll own outcomes: you notice what's off, figure out how to fix it, and make sure it stays fixed. You can delegate supplies, stocking, and routine tasks to the office team — you're accountable for the result, not for doing every errand yourself. We value community, collaboration, and curiosity, and we run on open, direct, immediate communication. If you create structure where there isn't any and follow through without being reminded, keep reading.

 

What You'll Own

CEO Support & Right-Hand Partnership

• Manage and protect the CEO's calendar, meetings, and daily priorities
• Attend key meetings (NDA required); capture decisions, owners, and deadlines
• Deliver a daily operational brief: wins, risks, open items, outliers
• Maintain a live KPI dashboard so leadership always has a clear view of business health
• Keep the CEO focused, organized, and ahead of commitments

 

Company-Wide Accountability

• Enforce deadlines across departments — persistently, professionally, and without dropping follow-ups
• Monitor project management (Asana) and time-clock compliance; escalate patterns, not just one-offs
• Run weekly check-ins with department leads to surface blockers early
• Consolidate department reports into one clean executive summary

 

Office Operations (You Own the Standard — You Don't Have to Do Every Task)

• Ensure the office is stocked, organized, and running smoothly — notice what's off, assign the fix, verify it's done
• Direct and delegate to the office team (~8–10 people) for routine stocking, supplies, and upkeep — then verify it's done
• Coordinate cleaning staff; greet clients, vendors, and visitors professionally
• Organize weekly in-office lunches; support quarterly team events
• Ensure every new hire has software and system access ready on day one

 

Inventory & Warehouse Oversight

• Manage inventory ordering across locations — no stockouts, no overspend
• Maintain warehouse cataloging and audits; flag loss or shrinkage early
• Serve as primary coordinator with the Head of Construction

 

Documentation, Systems & Security

• Own Google Drive structure, naming conventions, and permissions
• Administer Google Workspace — onboarding, offboarding, access control
• Build, maintain, and train teams on managing SOPs (Notion, Loom, etc.)
• Spot inefficiencies and bring solutions to the CEO — bonus-eligible impact

 

External Representation

• Represent the company at city development hearings when needed — prepared and professional, so permits and expansion don't stall

 

What Success Looks Like in Your First 90 Days

• You know the CEO's priorities cold and the daily brief becomes something they rely on
• You routinely call the CEO to provide updates proactively, feedback on meetings, and provide insight on the overall status of the business' operations.
• The office runs on standards you've set — and you've delegated the routine execution
• Asana and time-clock compliance are visibly tighter; nothing assigned gets silently dropped
• Google Drive and Workspace access are clean, organized, and correctly permissioned
• Department leads expect your weekly check-in — and blockers surface before they become fires

 

You're the Right Fit If You:

• Hold people accountable respectfully, including leadership when standards slip
• Not afraid to identify weakness in the management of office operations and respective department projects
• Follow through on everything — without being reminded
• Handle sensitive information with discretion and sound judgment
• Communicate clearly, stay calm under pressure, and close open loops
• Spot problems before they're pointed out — then solve them (delegate, systematize, or escalate)
• Own outcomes, not just tasks — and are comfortable delegating execution
• Are persistent — when you need an answer, you find a way to get it

 

Requirements

• Strong proficiency in Google Workspace (Drive, Docs, Sheets, Calendar, Admin Console)
• Fast, accurate typing — minimum 50 WPM (60+ preferred); verified during the interview
• Genuinely computer-savvy — quick to learn new tools and comfortable troubleshooting on your own
• Excellent written and verbal communication
• Proven ability to manage multiple priorities, people, and deadlines at once
• Demonstrated reliability and follow-through — non-negotiable
• Comfortable with Slack, Asana, phone, email, and video
• Valid driver's license, clean driving record, and insurable (company travel/representation)
• Willing to sign an NDA and complete a background check and reference checks (including your most recent direct manager)

 

Preferred (Not Required)

• Executive assistant, office manager, chief of staff, or operations coordinator experience
• Experience building/maintaining SOPs and documentation
• KPI tracking or operational reporting experience
• Multi-location or fast-growing company experience
• Comfort speaking in formal settings (e.g., public hearings)

 

Compensation & Benefits

• Base: $55,000–$80,000/year DOE — higher for exceptional candidates
• Bonuses: Performance-based, tied to measurable outcomes, ability to enforce company standards, dedication to ensuring CEO has full visibility on the state of the business
• Health: Medical, dental, and vision
• Time off: Accrued PTO
• Perks: Gas/mileage stipend (with documentation), onboarding tech stipend, car wash memberships for immediate family, profit-sharing program, and potential use of a company vehicle
• Growth: Direct access to self-made founders, a seat on a lean office team, and room to grow vertically and laterally across Q Companies (construction, real estate development, car wash operations) as you earn trust
• Special Adjustments: Since this role is vital to the CEO, you can receive more generous benefits after a 90 day trial period, based on performance.

 

How to Apply

Apply directly through ZipRecruiter. Include:

1. Your resume
2. "Accountability in Action" (1 page): Describe a time you helped enforce or restore a standard that was slipping. What did you do, and how did you make it stick? How did you communicate and confront the individuals involved?
3. "Trust Under Pressure" (1 page): Describe a time you had access to sensitive information, leadership priorities, or company systems. How did you handle discretion, mistakes, or conflicting requests?

Paste both written responses into your application or attach them as a single PDF. Applications missing either written response will not be considered.

Our process: Application review → phone screen → second round live video interview with a short work sample → reference checks → third round in-person interview with CEO → offer (contingent on background check).

 

Company Description

We are a family-run express car wash business based in Dallas, Fort-Worth. We have been in the industry for over 15 years and after selling our first brand "Caliber Car Wash," our family decided to get back into the business, because we love the culture of the car wash industry that much!

The teams we are actively recruiting for are known for three core values: community, collaboration, and curiosity. We base all of our efforts in working together, supporting each other's projects, and problem-solving in any way we can. Our company has a large footprint but a small team, which means that any new addition will hit the ground running, leading their own projects, reporting directly to the CEO and any relevant team members, and managing their own budget. Whether you are looking for an opportunity to stick with a company for a long time or get the hands-on experience from industry-veterans as a stepping stone for future career moves, this is the perfect environment to do so. We offer benefits, performance based bonuses, paid time off, and run our company as if every team member is a part of our family.

Company Description

We are a family-run express car wash business based in Dallas, Fort-Worth. We have been in the industry for over 15 years and after selling our first brand "Caliber Car Wash," our family decided to get back into the business, because we love the culture of the car wash industry that much! \r\n\r\nThe teams we are actively recruiting for are known for three core values: community, collaboration, and curiosity. We base all of our efforts in working together, supporting each other's projects, and problem-solving in any way we can. Our company has a large footprint but a small team, which means that any new addition will hit the ground running, leading their own projects, reporting directly to the CEO and any relevant team members, and managing their own budget. Whether you are looking for an opportunity to stick with a company for a long time or get the hands-on experience from industry-veterans as a stepping stone for future career moves, this is the perfect environment to do so. We offer benefits, performance based bonuses, paid time off, and run our company as if every team member is a part of our family.