Executive Assistant

Velosio•Atlanta, GA

4h•Onsite

About The Position

Velosio is seeking an experienced and strategic Executive Assistant to support our CEO and CFO from our Atlanta Office. The ideal candidate will be a proactive problem-solver, adept at managing complex schedules, anticipating needs, and collaborating with our Senior Leadership Team members. This role requires exceptional organizational skills, task management, discretion, and the ability to thrive in a fast-paced environment.

Requirements

Ability to work from the Atlanta office at least 4 days per week
Bachelor’s degree required
4+ years of experience providing direct executive support to a CEO and supporting other senior executives as needed in an Executive Assistant role, including personal support responsibilities
Exceptional organizational, prioritization, and follow-through skills
Strong written and verbal communication skills
High level of discretion and professionalism
Proficiency in Microsoft Office, particularly Outlook, PowerPoint, and Word
Ability to adapt to changing priorities and handle ambiguity
Flexibility to work outside regular business hours when necessary

Responsibilities

Maintain a clean, organized, and professional office environment, ensuring common areas, conference rooms, and workspaces are presentable and well stocked.
Order, coordinate, and support occasional office lunches, meetings, and small onsite events, ensuring smooth logistics and timely execution.
Collect, review, and distribute incoming and outgoing mail and deliveries in a timely and accurate manner.
Monitor and replenish office supplies; place orders as needed to support daily operations.
Serve as a point of contact for basic facilities-related needs, escalating issues appropriately to vendors or internal teams.
Support general office tasks and administrative needs as assigned to ensure efficient office operations.
Calendar management: Actively own and manage CEO and CFO calendar- extensive scheduling, calendar coordination, managing complex and changing calendars, working through scheduling roadblocks while optimizing for the needs and priorities of the business. Practice sound judgment in prioritizing CEO and CFO’s time. Prioritize conflicting demands and ensure optimal time allocation. Proactively populate Internal Corporate Calendar for key meetings and dates.
Travel arrangements and expense reporting:
Timely management and reporting of CEO and CFO’s business-related expenses.
Coordinate CEO and CFO’s domestic and international travel logistics, including flights, accommodations, and ground transportation. Ensuring arrival and departure experience is a seamless as possible. Support board member travel as needed.
Support for key meetings and presentations:
Collect and assemble inputs to support presentation cadences. As appropriate, prepare materials, (e.g., agendas, presentations, and minutes) for board meetings and other high-level meetings. Must be proficient in PowerPoint and business writing.
Arrange and handle logistics for client and company meetings and events; ensure agendas and meeting minutes are prepared; assist in developing and distributing presentation materials
Attend meetings to take and distribute detailed notes.
Support CEO and CFO with special projects and business operations tasks. Track project execution, tracking progress, identifying risks and issues, and implementing corrective actions to ensure timely completion and successful outcomes.
Support visibility, communication, and smooth operations:
Represent CEO and CFO to broader company staff, responding to requests in ways that enable credibility, trust, and enthusiasm.
Serve as the primary point of contact with the CEO by answering CEO's phone and checking his VM.
Respond to emails forwarded by CEO; maintain discretion around highly confidential or critical matters. Prioritize and determine appropriate courses of action, referral, or response. Offer recommendations and decisions to reflect CEO’s style and organization policy.
Undertake tactical and personal support to allow CEO to focus on work-related tasks. These could including but are not limited to ordering items, managing returns, picking up merchandise from stores, and/or post-office / UPS / Fedex / Amazon / Etc, purchase and sending gifts, picking up lunch, etc.
Facilities & Office Support Responsibilities:
Provide day-to-day facilities and office support to ensure a welcoming, organized, and well‑functioning workplace environment. This role is responsible for coordinating routine office operations and supporting occasional onsite needs to enhance the employee experience.
Event Planning: Organize high-level meetings like Board Meetings, Quarterly Business Reviews, weekly executive team meetings, conferences, and events. Coordinate logistics, prepare materials, ensure seamless execution, and follow-up. Travel to events as requested and needed to provide additional support.
Task Monitoring and Reporting: As needed, attend meetings with the CEO and CFO to take notes and develop action plans from the meetings. Maintain clear communication channels across the organization while follow-up to ensure tasks are completed as agreed.
HR Support: Support HR Administrative duties as time permits to enhance onboarding and employee experience.