Executive Assistant

*Cover Letter Instructions - Please read carefully*

A cover letter is required for this position. Any standard cover letter format is acceptable but the body of the cover letter will be a 100-200 word write up to the hiring manager on the topic "Why I am uniquely prepared to work in a fast growing company".

Company Overview

Velocity is a high-end classic car restoration facility in Cantonment, Florida. The company elevates the classic vehicle experience by modernizing vintage vehicles. Originally heralded as a leading specialty restoration shop for Classic Ford Broncos winning major industry awards, it is growing into a complete vehicle production facility. Velocity produces “restomod” restorations where vintage vehicles are upgraded with modern parts, drivetrain, and technology making them functionally new while maintaining an original or vintage aesthetic. The company has pioneered a custom classic vehicle renovation via an assembly line process, ensuring a high level of quality control, with a known price, and significantly decreased build time. We have a talented team of 100+ employees and a 135,000 square foot facility where we are continuing to add additional production lines and new vehicle offerings.

Job Description

Are you the most organized person you know? Are both kind and firm? Are you able to keep secrets, but also provide feedback in high stakes decisions? If so, you might be the right fit as a Velocity Executive Assistant. In this role you are tasked with staying 5 steps ahead of your executive, clearing administrative tasks, keeping the schedule, and filtering distractions. Velocity is a fast growing and fast-moving company, it is vital that our EA’s are efficient, accurate, flexible, and positive. Success in this position is ensuring that your executive is able to focus on running the business, generating revenue, and growing the company, not handling repetitive and administrative tasks. In this position you will be asked to run and keep notes in meetings, follow up on assignments, research topics, handle communications, book travel and be an extension of your executive when needed. All while maintaining confidentiality and professionalism. In return you will be a vital asset in a growing company and have direct input to the executive level decisions.

Reports To

Chief Executive Officer

Personality Traits

• Organized – Keeping yourself as well as your Executive organized
• Confident – Clearly articulating your thoughts and ideas
• Punctual – Always ahead of schedule and when you arrive be prepared and organized
• Assertive – Taking the initiative and being able to stay ahead of responsibilities
• Flexible – Some tasks may be repetitive and routine, however a lot can vary from week to week

About Your Role

• Assist the CEO and other executives and company leaders in administrative tasks.
• Be a “gatekeeper” by filtering calls and visitors.
• Run both professional and personal errands.
• Keep executives on track by monitoring meeting times and sending reminders as needed.
• Ensure executives and leaders are following up on assigned tasks.
  

Duties and Responsibilities

• Organize business and personal travel plans.
• Handle on time payment of bills and invoices.
• Run personal errands and schedule business and personal appointments.
• Open, organize, forward, shred, discuss mail including RSVP’s and invitations.
• Screen emails and handle low to mid-level responses.
• Handle phone calls and function as gatekeeper.
• Travel as needed with CEO.
• Maintain shared calendar.
• Set reminders and follow ups on tasks.
• Maintain that offices are stocked with supplies and kept in an organized manner.
• Take notes at key meetings and follow up on deliverables.
• Keep an updated master chart or spreadsheet of ongoing projects.
• Liaise with lawyer, banker, realtor, vendors, etc.
• Plan and execute events, meetings, lunches, etc.
• Purchase business or personal gifts.
• Set up logistics for out-of-town events: airfare, rental car, lodging, event registration, etc.

Required Skills and Abilities

• Highly skilled in spelling, grammar, and professional communication.
• Attention to detail.
• Time management and ability to meet deadlines
• Ability to follow through on tasks
• Proficient in Microsoft and Google products
• Strong organizational skills and ability to multitask
• Problem solving and decision-making
• Takes feedback and direction constructively
• Strong interpersonal skills
• Ability to pass a drug test

Education Background and Experience

• High School diploma or equivalent
• Valid driver’s license with good driving record
• Clear criminal history
• 3+ years executive level administrative assistant experience

Physical Demands (To include but not limited to)

• Must be physically able to operate a variety of equipment including computer, office equipment, telephone, etc.
• Sit for long periods of time working at a desk, boardroom table, or at a computer.
• Walk long distances across shop floor to communicate and gather information as needed.
• Must be able to navigate through various departments of the organization’s physical premises.
• Must be able to see details of objects from a distance, example: identifying numbers on computer screen.
• Ability to lift, carry, and place items up to 20 pounds without assistance.
• Occasional reaching overhead and below knees, including squatting, bending, stooping, kneeling, and twisting.
• Safely operate a motor vehicle.
  

Benefits Include

• Competitive pay based on experience
• Fast paced, friendly team environment
• Health/Dental/Vision/Life/Disability after 60 days
• 401k plan after 6 months
• Paid time off and paid holidays
• Paid week off at Christmas after 6 months of employment

Job duties, salary, and benefits are subject to change throughout duration of employment with Velocity.

Velocity is an Equal Opportunity Employer. Velocity does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need