Executive Assistant & Operations Coordinator

About Aither Photonics Aither Photonics is an optical technology company based in Carrollton, Texas. We design, manufacture, and sell specialty optical fibers for communications. We are a small startup company where each person's work directly shapes how we serve customers, show up at industry conferences and grow. Position summary This role supports the CEO directly and keeps the company's office, travel, shipping, training and conference programs running smoothly. It suits an organized, detail-minded person who enjoys logistics and event work and wants to grow with the company long term. Budget and spending decisions are prepared by this role and approved by the CEO. Detail: Title Executive Assistant & Operations Coordinator Reports to CEO; Status: Full-time, hourly, non-exempt; Pay: $25.50–$33.50 per hour, depending on experience, plus overtime Location: Carrollton, Texas; primarily in office, with occasional remote work as approved; Travel: Travel to approximately 4–6 conferences and trade shows per year, one of which may be international. Occasional travel with the CEO to support customer meetings, supplier visits, and offsite team meetings and events. Executive Assistant duties Book and manage CEO travel: flights, hotels, rental cars and itineraries. Prepare and submit expense reports, collect receipts and reconcile company card statements. Coordinate employee training: schedule sessions, book trainers or courses, track attendance and certifications. Manage calendars, meetings and track follow-ups. Set up requested meetings. Operations Coordinator duties Shipping and logistics: Coordinate international shipments with Aither Group companies and carriers. Gather and organize shipping paperwork and process approved tariff and duty payments. Coordinate domestic shipments, schedule pickups, deliveries, and necessary paperwork. Office: Manage office renovations: coordinate contractors and vendors, track schedules and costs, and keep the CEO updated. Manage office decorating and furnishing, and keep the office organized and running day to day. Conferences and trade shows (4-6 per year): Register employees for conferences and purchase tickets. Purchase booth space, coordinate booth advertising and marketing with show organizers and vendors. Arrange shipping of booth equipment and materials to and from each show. Work with vendors to create company shirts (and other branded giveaways) for conferences and other events. Staff the booth front desk: greet visitors, scan badges, organize leads for follow-up. Maintain the conference room schedule. Qualifications Required Bachelor's degree. 0–5 years of experience in administrative, operations, logistics or event work; internships count. Strong organization and follow-through across many deadlines at once. Clear written and phone communication. Comfortable with Microsoft 365 (Outlook, Excel, Word). Able to travel to conferences and work long show days, including standing and some lifting of booth materials (up to 25 lbs). Valid driver's license and passport, or ability to obtain them. Preferred Experience with shipping, import/export paperwork and trade shows. Experience with expense or travel booking software. Compensation, hours and travel Pay: $25.50–$33.50 per hour. Performance and pay review at 6 months. Overtime: Hourly, non-exempt. Hours over 40 in a workweek are paid at 1.5× the hourly rate. Overtime is expected during conference weeks. Bonus: Eligible for discretionary bonuses, awarded at the CEO's sole discretion as to whether and in what amount. Paid work time at shows: booth setup, staffing, teardown, required meetings or dinners, and travel that falls during normal working hours. Timekeeping: All hours are recorded daily, including while traveling. Travel expenses: Airfare, lodging, meals, and ground transport are paid by the company. Travel rewards: You keep all airline miles and hotel loyalty points you earn on company travel, credited to you…

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