What are the responsibilities and job description for the Executive Assistant position at viaPhoton?

viaPhoton is seeking an exceptional EXECUTIVE ASSISTANT to join our CEO team

Are you passionate about turning ideas into reality, embracing ownership, and working at the forefront of connectivity? Join viaPhoton and be part of a culture that thrives on fearless innovation, teamwork, and continuous growth, where learning, unlearning, and relearning are part of the journey.

This dynamic role offers significant ownership and responsibility. We’re looking for individuals who excel in environments where their contributions make an impact, are hungry to learn, and are energized by meaningful work that drives company growth while accelerating their career. If you thrive in a fast-paced environment, solving next-level problems, and want to help shape the future of innovation, we’d love to hear from you!

Who We Are

We are changing the norm by being customer focused, technology led. Note : Changing the Norm is our vision (it should come first). Customer focused, technology led is our mission to achieve that vision.

viaPhoton is on an ambitious mission to revolutionize how critical digital infrastructure is manufactured and deployed. Best-in-class data centers and telecom providers need fiber optic solutions delivered in weeks, not months—whether that’s for AI infrastructure, 5G networks, or next-generation broadband. We’re reimagining fiber optic manufacturing for the AI era. Manufacturing is no longer just an operations challenge, but an automation and speed-to-market problem that customers urgently need solved. In less than 5 years, we’ve grown to a team of over 150, and have added top cloud service providers to our growing customer base. We have only just gotten started our ambition is to become the market leader of the $40 BN connectivity industry.

We seek candidates who will be culture contributors and who align with our core values :

Fearless Innovation we are pioneers unafraid to change the norm in relentless pursuit of better
Forward Together we believe that when we work together toward a collective goal, we all succeed
Integrity Over Everything we believe in long term relationships and doing what is right, always
Nimble, Always we are solutions obsessed, move fast, and stay nimble
Be the Bar we set our own standard of excellence and hold ourselves to it

Essential Purpose

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support our CEO. In this role, you will manage executive-level tasks, optimize daily operations, and serve as a key point of contact for the CEO. You will provide high-level administrative support, coordinate projects, and facilitate communication between the CEO and other departments. Additionally, you will oversee office readiness, ensuring a welcoming and efficient environment for both internal teams and external visitors.

What You Will Do

Administrative Support

Manage the CEO's calendar, appointments, meetings, and travel arrangements.

Prepare, review, and edit documents, reports, and presentations.

Handle all digital and physical communication, ensuring prompt responses and follow-ups.

Oversee a cloud-based document management system to ensure files are well-organized and accessible.

Strategic Planning and Coordination

Collaborate with the CEO to develop and implement organizational strategies and goals.

Coordinate strategic initiatives and special projects to ensure successful execution.

Monitor progress on key projects and provide regular updates to the CEO.

Confidentiality and Discretion

Handle sensitive and confidential information with the utmost discretion and professionalism.

Safeguard confidential documents and ensure information is shared only on a need-to-know basis.

Team Management

Oversee and support the leadership team.

Foster a positive and productive work environment.

Event and Meeting Coordination

Organize and coordinate executive-level meetings, conferences, and events.

Prepare meeting agendas, collate necessary materials, and ensure follow-up actions are implemented.

Office Management & Readiness

Ensure common areas, including conference rooms, are organized, presentable, and equipped for meetings.

Set up conference rooms for customer and team meetings, including technology and refreshments as needed.

Monitor and restock office supplies, including beverages and other essentials to maintain a welcoming office environment.

Coordinate with vendors for office-related services and deliveries.

Performs additional duties as assigned to support the CEO and company objectives.

What You Will Bring

Bachelor's degree, Management, or a related field preferred.

Proven experience in executive support or a similar role.

Strong organizational and time-management skills, with the ability to multitask effectively.

Excellent written and verbal communication skills.

Proficiency in using office software and productivity tools.

Discretion, tact, and the ability to handle sensitive information with confidentiality.

Strong problem-solving and decision-making abilities.

Flexibility to work beyond regular business hours and travel, as needed.

A proactive and solution-oriented approach to tasks.

Work well with a team and collaborate with other departments.

What We Offer

Cutting-Edge Technology – Opportunities to work on the forefront of fiber optic technology .

Professional Development – We’re committed to your growth, offering resources, career development, and a culture where your voice is heard.

Fun Team Environment – Monthly team bonding events, free lunches, and activities to keep us connected.

Flexible Paid Time Off – Take time when you need it, with PTO that grows over time plus 10 paid holidays, including two floating holidays to use at your discretion

401(k) Match – We offer company match to help you plan for your future.

Benefits Overview To view our comprehensive benefits package CLICK HERE

Ready to Build the Future? Apply now

Salary : $40

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