Executive Assistant

Executive Assistant

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.

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.
• Assist with 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.
• 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.
• Assist with 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.
• Coordinate IT vendor support for employee equipment, system access, and workstation setup and maintenance.