Spotless Brands · 1 day ago
Executive Administrative Coordinator
Oakbrook Terrace, IL
Full-time
Onsite
Senior Level
5+ years expSpotless Brands is seeking an Executive Administrative Coordinator to provide high-level administrative and operational support to the Executive Leadership Team. This role involves coordinating schedules, organizing meetings and events, and managing office operations to ensure efficiency within the executive office.
Professional ServicesRetail
Hiring Manager
Lindsay Chandler
Responsibilities
Coordinate complex, multi-executive calendars, proactively identifying and resolving scheduling conflicts
Arrange recurring and ad-hoc ELT meetings, off-sites, and cross-department sessions
Organize logistics for internal and external meetings, conferences, and special events, including venue selection, catering, technology setup, and materials preparation
Maintain detailed agendas and track follow-up items as needed
Coordinate travel arrangements for ELT members when required
Prepare, submit, and track expense reports in accordance with company policies
Serve as primary point of contact for office supplies, catering, and vendor relationships to ensure the executive office runs efficiently
Support on-site hospitality for visiting stakeholders and dignitaries
Plan and execute company-wide or leadership-level events such as town halls, board receptions, and employee celebrations
Assist with high-priority administrative initiatives or research projects as assigned
Qualification
Required
High School Diploma required; bachelor's degree in business administration, communications, or a related field preferred; equivalent work experience supporting executive leadership may be considered in lieu of a degree
5+ years of executive administrative or office management experience supporting senior leadership, preferably in a fast-paced corporate environment
Advanced proficiency with Microsoft 365 or Google Workspace, calendaring tools, and virtual meeting platforms (Zoom, Teams, etc.)
Outstanding organizational and time-management skills; proven ability to prioritize and manage multiple projects simultaneously
Excellent written and verbal communication skills; professional presence and discretion when handling confidential information
Flexibility to operate with non-rigid working hours
Strong interpersonal skills with the ability to build relationships across all levels of the organization and with external partners
Highly proactive and resourceful, with a strong sense of ownership
Calm under pressure and adaptable to changing priorities
Collaborative mindset, with a 'no task too small' attitude
Prolonged periods of sitting at a desk and working on a computer
Frequent use of hands and fingers to operate a computer keyboard, mouse, and other office equipment
Must be able to lift and carry up to 15 pounds occasionally (e.g., laptop, presentation materials, office supplies)
Typical office environment with standard noise levels and controlled indoor temperatures
Occasional travel may be required for meetings, trainings, or as directed; travel less than 10%
Flexibility to work extended hours or respond outside normal business hours when needed to support executive priorities
Preferred
Bachelor's degree in business administration, communications, or a related field preferred; equivalent work experience supporting executive leadership may be considered in lieu of a degree
Company
Spotless Brands
Spotless Brands offers express car wash services.
51-200 employees
Funding
Current Stage
Growth StageTotal Funding
unknownKey Investors
The Carlyle Group
2023-01-01Seed
2020-01-01Debt Financing
2020-01-01Acquired
Leadership Team
Christian Seem
Chief Operating Officer at Spotless Car Wash Brands
Donnie Hinton
Partner Spotless Brands
Recent News
2025-11-04
Company data provided by crunchbase