Rockstar Executive Assistant – Out Fast Realty and Investments (Tampa)

Are you the type of person who jumps in with both feet when it comes to organizing others? Do you thrive on managing multiple demands in a fast-paced environment? Are you exciting and fun to work with? If yes, then read on!

Out Fast Investments is looking for an Executive Administrator to join our growing team. We’re a company that purchases, renovates, and resells properties in the Tampa Bay area. We’re a team united by our shared values:

1. Commitment to Excellence
2. Honesty & Integrity
3. Teamwork
4. Passion
5. Gratitude

Our company was founded in 2014 and has completed 40+ renovation projects in that time. We’re currently finding, remodeling, and selling between 3-5 projects at all times. We work with distressed homeowners, wholesalers, contractors, subcontractors, and our real estate brokerage to manage the projects from start to finish. We are able to rebuild our local neighborhoods in the process and provide a beautifully remodeled home for a future homeowner.

You’re excellent at and/or have:

• Organizing all things in life
• Moving fast with minimal/no errors
• Deadline and detail-orientated
• Prioritizing important tasks
• Technology and determined to learn new things quickly
• Being extremely adaptable and cost-effective
• Problem-solving & have great decision-making skills

Extra awesome

• You’re highly adaptable and driven
• You have a never say never attitude
• You’re able to catch even the smallest grammar mistakes

– You will act as an ambassador for our CEO and is responsible for representing him and the company in a positive and professional manner. You are oftentimes the first point of contact for any incoming client, referral partner, etc.

– You will be professional, reliable, driven, technically savvy, highly detail-oriented, outgoing and energetic with excellent organizational and customer service skills.

Responsibilities for Executive Assistant Aspect:

General Administrative Tasks

• Manage records and information
• Provide administrative assistance to the CEO
• Answer incoming calls & make outgoing calls
• Reply to and send emails on behalf of the CEO
  • Segment out emails that need the direct attention of the CEO
• Calendar Management
  • Manage all appointments
  • Handle cancellations
  • Monitor who gets onto the calendar
  • Set-up Meetings
  • Schedule out other aspects of the day
• Help keep our CEO on task
• Annotate ideas, action steps and help implement them with the rest of our team (marketing, operations, sales, etc.)
• Run errands to get supplies, lunches, dry cleaning, etc.
• Prepare items on the CEO’s desk to complete the day’s tasks
• Help CEO complete weekly Networking Scorecard with a minimum score of 50 points such as networking events, sponsorships, speaking engagements, etc.
• Stay up-to-date with current technologies, design tools, and applications.
• Providing strategic administrative and project management support for other team members
• Build, implement and manage all systems for clients, lead generation, database management, and back-office support
• CRM Management
• Compile and distribute weekly/monthly mailers or emails to prospects and clients
• Maintain, update, and use our operations manual, the Playbook, that documents all systems and processes
• Processing and managing emails and calendars.
• Scheduling internal and external meetings.
• Drafting and managing correspondence and communications on behalf of the other team members and executives, as appropriate.
• Setting up eSignature documents and templates and ensure proper completion.
• Coordinate the purchasing of any office equipment, marketing materials, and any other business-related supplies and materials.
• Create Copies/Scans when needed
• Clean office and Showroom
• Provide coffee and water when needed
• Plan out the next day’s “Most Important 6 Tasks”
• Review Sunday Planner and schedule out MVPs and help delegate
• Hire & Manage virtual assistants
• Booking travel and accommodations and meticulously filing expenses. Extra bonus, you find the best deals.
• Planning and executing various team events and off-sites.
• Create & manage company email templates
• Data entry

Marketing Tasks

• Attend Sales and Marketing meeting
• Video and audio recording tasks
  • YouTube/Podcast:
    • Upload episodes
• Take Photographs of the CEO and the team out in the field or around the office with other team members
• Review SEO and web traffic metrics in conjunction with the Marketing Department
• Collaborate with other teams, like marketing, sales, and customer service to ensure brand consistency
• Communicate with followers, respond to queries in a timely manner and monitor customer reviews
• Suggest and implement new features to develop brand awareness, like promotions and competitions
• Email marketing

Project Management Tasks

• Purchasing & Selling on Properties Tasks
  • Turn on/off utilities and/or water
  • Turn on/off electricity
  • Start/Cancel insurance policies
• Manage Project spreadsheets for costs, timelines, etc.
• Manage the contract to close process, dealing with Buyers/Sellers/Agents and title companies/attorneys to make sure all parties complete the transactions in conjunction with the Transaction Coordinator
• Review all incoming invoices to make sure they’re complete.
• Schedule subcontractors for to provide quotes
• Manage W9 forms from subcontractors
• Manage subcontractors liability insurance
• File invoices in proper folders
• Review payables list
• Pay invoices with proper company debit/credit card

Bookkeeping Tasks

• Review Reports from bookkeeper
  • Weekly P&L
  • Quarterly P&L
  • Projected P&L position
  • Complete a full review of P&L (actual vs. prior year & budget), balance sheet & cash flow
  • Cash flow position

What you’ll need

• 4+ years of recent, full-time administrative support, reporting to one or more executives
• Experience working with executives in a rapidly growing environment preferably in real estate
• Highly proficient in Google G-Suite Apps, and not afraid of technology
• Flexible in daily routine; able to prioritize and manage shifting responsibilities
• A can-do attitude and natural ability to adapt in a dynamic environment

Why Join Us

Working at Out Fast Investments LLC can accelerate your career and give you the opportunity to work with world-class talent. We’re a team that loves what we do and we all thrive on our ability to make an impact. There are many benefits that come with working with us such as:

• Super Awesome Boss
• Hourly pay for the first 90 days, then salary once moved to full-time employment
• Paid holidays and vacation and sick time once on salary
• Eligible for 401K with company matching after 1 year as a full-time employee
• Eligible for health care after 1 year as a full-time employee