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Executive Assistant

viaPhoton
Aurora, IL
  • Expired: October 21, 2021. Applications are no longer accepted.

About the Company

viaPhoton is a customer-first fiber solutions provider disrupting the fiber supply by building a customer centric team that leverages modern technologies in hardware and software for all data center environments. We manufacture data center products, 5G products, and fiber solutions; all Made in the USA.


Employees will embody our operating principles to:

  • Delight Customers
  • Simplify
  • Prioritize Consistent Service
  • Meet Commitments

Employees will embrace our management principles to:

  • Empower People
  • Practice Quality Decision Making
  • Celebrate Employee Wins
  • Be Nimble
  • Growth Mindset
  • Constantly Innovate
  • Be Lean
  • Think BIG

Employees will incorporate our culture of:

  • Respect
  • Trust
  • Integrity
  • Transparency


Here at viaPhoton, we are committed to furthering our culture of inclusion. We reinforce this through our 12 principles, which remind team members to seek various viewpoints, learn and be hungry with curiosity, and gain trust. Our team is dedicated to supporting new members with a broad mix of experience levels in a multitude of industry backgrounds. At viaPhoton, we enable knowledge sharing and mentorship as we care about career growth as a learner that is highly motivated to take on challenges.


Job Description

ROLE AND RESPONSIBILITIES

The ideal candidate will provide top-level assistance with a proactive demeanor and will excel if they can level set in a high-pressure environment within a start-up company. The candidate should have some relevant experience to the role that highlights their capability to conduct all administrative tasks for the executives to ensure the operations run smoothly. The role of the Executive Assistant is to extend the executives internal and external reach and productivity by being the gatekeeper.


  • Calendar optimization and management for executives
  • Aid executives in preparing/scheduling/coordinating meetings with balance
  • Responding to emails/calls and document requests through research, prioritization, and management
  • Compose/proof/finalize presentations, communications, meeting minutes and documents for executives 
  • Handle all travel (domestic/international) arrangements, seamless trade show/conference/convention attendance, setup/breakdown of meeting rooms, purchasing of supplies, office management, etc.
  • Plan and execute events, including team off-sites, and take responsibility for contingencies
  • Screen unsolicited inquiries, greet visitors, handle calls, other light receptionist duties
  • Effectively solve problems through weighing the tradeoffs accordingly
  • Excellent interpersonal skills with the ability to relate and interact openly and comfortably with diverse groups of people at all levels of the organization
  • Represent the company professionally, maintaining confidentiality and handling sensitive matters with discretion and diplomacy
  • Other tasks and special projects, as needed


QUALIFICATIONS AND EDUCATION REQUIREMENTS

  • Bachelor's Degree or equivalent experience
  • Experience in managing multiple priorities, administrative coordination, and logistics
  • Well-organized, detail-oriented, ability to multi-task with meticulous follow-up skills, creative problem-solver
  • Proficient in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, Teams, etc.)
  • Strong written and verbal communication skills with ability to write clearly and concisely
  • Sound judgement with the ability to prioritize and meet deadlines to drive completion of key deliverables
  • Familiarity with financial documents and exposure to operational activities within an organization (IT, HR, Finance, Sales, etc.)
  • Ability to work in a highly ambiguous environment
  • Strong business acumen with the ability to identifying gaps and implement improvements


ADDITIONAL KNOWLEDGE

Slack, Dropbox, Salesforce, SharePoint, Odoo ERP


ADDITIONAL NOTES

Interest, comfort, and strength in working within a dynamic start-up environment

An ambassador for the team by demonstrating all our core values with ease

This job is onsite at our Aurora, IL facility. This is not a remote position.


BENEFITS OF WORKING AT VIAPHOTON

  • Flexible PTO, paid parental leave, paid maternity leave
  • Health Insurance
  • 401(k) Plan 
  • Monthly team bonding experiences including free lunches, activities, and events
  • Inclusive culture that listens to and welcomes diverse perspectives
  • Build forward-thinking products and put our customers first

viaPhoton

Address

Aurora, IL
60502 USA

Industry

Business

View all jobs at viaPhoton