Administrative Assistant

Reports to: Executive Director  

Status: Part-time, Non-exempt, Hourly

Hourly Rate: $25.00 - $35.00

Schedule: 20-29 hours per week, Monday-Friday, 8 a.m. - 5 p.m. Pacific Time

Location: Veloz is based in Sacramento, California. This position is expected to be in-person in Veloz's office 1-2 days a week with the other days remote within California. Travel within California (and potentially nationwide) is expected up to 5% annually (3-4 trips a year).

Application Deadline: August 16, 2024

Opportunity and Position Description  
In this position, the Administrative Assistant is part of a passionate and collaborative organization that is changing the conversation about EVs in California and sparking a virtuous cycle of consumer awareness and demand. Veloz plays a unique and important role in the EV landscape in California. Now is the time to take our efforts to an exponentially more impactful level. This requires a clear and inspiring vision, sophisticated strategies, significant and sustained financial support, and smart implementation. 

Reporting to the Executive Director and partnering with the Veloz team, the Administrative Assistant plays a critical role in making the electric for all vision a reality by executing a variety of administrative tasks. This includes managing and leading all logistics associate with our 3 annual board meetings, providing in-office administrative tasks, clerical and other general organizational support duties.

Job Duties

Board Meeting Logistical and Administrative Management Support - 65%

• Board Meeting Logistics (3x/year in-person)
• Manage and facilitate all logistics associated with planning and executing Veloz's 3 annual board meetings.
• This includes developing the meeting calendar, meeting date selection, host and sponsor identification, budget and receipt reconciliation and staff travel logistics.
• Maintain, track and update board roster and contacts (email, cell phone, mailing address, etc.), including contacts for primary and secondary board executive assistants and key support staff.
• Research, plan, and execute pre-board meeting receptions.
• Create, track and confirm board meeting and pre-board reception RSVPs.
• Identify, purchase and manage logistics associated with board meeting and reception catering.
• Create, manage and complete board pre-read timeline, preparation of board pre-read and distribution (electronically and printed copies).
• Create, update and print board attendee table tent cards.
• Create and manage board PowerPoint.
• Manage day-of onsite logistics including, but not limited to working with security, last-minute RSVPs, greeting board members, working with A/V, securing tables and chairs, etc.)
• Take board meeting minutes, edit, finalize, file for review/signature by Executive Director and Board Secretary/Treasurer.
• Draft general board communication emails and letters on behalf of the Executive Director.
• Manage and complete all Veloz Board documentation for new and renewing Board leaders.
• Create, maintain, order and ship new board leader welcome packages as well as managing special awards and thank you gifts.

Administrative and Clerical - 20%

• Manage annual Veloz meeting calendar and track key industry events.
• Draft letters, managing PowerPoint deck creation and mange speaking engagements.
• Assist with Executive Director meeting scheduling as needed.
• Manage, maintain and optimize Veloz contacts database.
• Optimize and manage online (Dropbox) filing structure and versioning process.
• Manage and protect online passwords and business confidential information.
• Manage invoice and credit card receipts for Veloz online platforms including, but not limited to Zoom, LastPass, Dropbox, Mailchimp, Adobe, Microsoft, project management software, etc.
• Order and maintain office supplies, stationary, computer equipment and branded materials.
• Act as main point of contact with office front desk and reserve conference rooms for staff meetings.
• Support staff travel logistics including, but not limited to ground transportation, airfare lodging, conference registration, etc.
• Package and mail collateral, reports, letters, welcome packages and other materials as needed.
• Maintain office and physical filing system.
  
  

Culture - 15%

• Support and facilitate positive team culture including, but not limited to:
• Identify and execute Veloz teambuilding activities.
• Maintaining a staff birthday calendar and send KudoBoards.
• Plan and manage the Veloz staff holiday party.
• Purchase and send gifts, flowers as needed.
• Sending thank you notes, condolences, etc.

Requirements

Qualifications 

Alongside the Executive Director, the Administrative Assistant will support the team’s efforts to realize Veloz’s vision and mission, while elevating their work to our next levels of impact through their track record and expertise.

The Administrative Assistant also possesses the following skills and qualities: 

• Minimum 3-5 years of experience in board support, administrative, and clerical work.
• Ability to communicate (both oral and written) in a clear and timely fashion.
• Deploys discretion, judgement and knowledge of the organization’s activities with diplomacy and confidentiality.
• Strong customer service, detail-orientation and organizational skills, with ability to prioritize and multi-task.
• Reliable, flexible and able to operate proactively to anticipate needs.
• Demonstrated experience in supporting event logistics.
• Ability to work independently and take initiative to accomplish assigned tasks accurately, on time and with regular follow-up/status updates to the team.
• Highly collaborative working style with ability to operate alongside the Executive Director to manage tasks.
• Technologically savvy with strong proficiency in Outlook, Zoom, Dropbox, Microsoft Office Suite, MAC OS, Adobe, etc.
• Ability to work in an office setting and from home, with up to 5% travel.
• Intellectual curiosity and commitment to becoming a credible, respected representative of Veloz.

Benefits

Compensation and Benefits 

The pay range for this position is $25 - $35 per hour, commensurate with experience. Veloz offers this part-time position access to paid leave plans which include personal, sick, and vacation (accrued), along with 12 paid annual holidays. In addition, a monthly mobile phone/internet stipend is offered for remote employees.

Our Commitment to Equity, Diversity & Inclusion  

Veloz values equity, diversity, and inclusion. Our membership and leadership reflect strongly held principles around diversity of perspective, background and sector. Diversity is the cornerstone of our credibility and effectiveness and is reflected in how we operate, including search and hiring processes, promotion, and professional development. We are committed to an inclusive and transparent recruitment process and recruit and hire without regard to race, national origin, religion, gender, gender identity or expression, sexual orientation, physical ability, marital status, veteran’s status, or age. People of diverse backgrounds are strongly encouraged to apply. 

Don’t meet every single requirement? At Veloz we are dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You might just be the perfect candidate for this role! 

About Veloz 

Veloz believes that the future of transportation is electric for all. We envision a world in which vehicles are electric and where all people, corporations and agencies can confidently choose electric, knowing the energy that powers these vehicles is carbon free.

Veloz was created to overcome three critical barriers to electric vehicle (EV) uptake — upfront cost, charging infrastructure and public awareness. Our unique public-private 501 (c)(3) nonprofit drives toward 100% zero-emission vehicles through strategic communications, unprecedented collaborations and purposeful convening. We are the power behind the nation’s largest and most provocative multi-stakeholder public awareness and education campaign for electric vehicles aimed at changing the conversation around EVs, the architect of events and programming that build the movement for transportation electrification in California and across the nation and the organization bringing together high-powered, diverse board and members from the public and private sectors.

As a membership-based organization, Veloz has a rich history of unleashing the power of California consumers through signature education initiatives like Electric For All. Veloz is growing and we recently announced our nationwide expansion efforts alongside a newly developed strategic plan. With our cross-sector members and partners, we have the power to transform how California — and now the nation — moves, ensuring better public health outcomes, a stronger and more just economy and a cleaner and more sustainable climate for all communities.

Application Process 

To apply or nominate a candidate, please send a cover letter and resume in a combined PDF file to [email protected]. This position is open until filled, with an initial application deadline of 5 PM Pacific Time on August 16, 2024. Candidate review, phone screens and interviews begin immediately and will be conducted throughout the search period.