Executive Assistant at VelocityEHS

| Chicago
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Description

 

THE OPPORTUNITY: 

*Open to candidates that reside in the Oakville, Ontario and Chicago, Illinois area*

VelocityEHS is seeking an Executive Assistant to support our CEO and C-Level Leadership. The successful candidate must exhibit a "can do" attitude, and a work history of proactive thinking and execution in unanticipated circumstances. Must be available and willing to be flexible, react, and execute responsibilities independently, and when required outside of normal business hours to support our many locations and time zones.

The VelocityEHS work environment is dynamic, innovative, and entrepreneurial. We have a results-oriented culture that demands intelligence, teamwork, and follow-through. If you have these qualities and love making sure teams are connected and supported, then this is the job for you - check out the details below and apply now.

PRIMARY DUTIES AND RESPONSIBILITIES:

Key Responsibilities include but aren’t limited to:

Assist the CEO, and other C-Suite executives manage their time and commitments, serving as the “first line of defense” and as an accelerant for their productivity and the success of company initiatives. As the first Executive Assistant to this team of leaders, the right candidate is confident in their abilities and able to show each leader the value they will add.

Areas of support include, but aren’t limited to:

  • Coordinate Calendars & Travel: Whether it’s getting a prioritized meeting on the schedule, protecting key time-blocks, or figuring out the most efficient travel route, be a scheduling and coordination expert
  • Complete Expense Reports: Make sure everything is documented and submitted properly for key executives
  • Keep the Team Energized: Whether it’s ordering catering for a meeting, coordinating a team offsite, or selecting swag gifts, you love keeping people happy and fed
  • Meeting preparation: Assist with preparing for team meetings, quarterly employee meetings, board meetings, training sessions, and other internal meetings. Includes scheduling, catering, set-up, coordinating information, creating agendas and presentations, etc.
  • Client Support: Assist in the coordination and support of customer meetings, customer advisory board, and customer user conference
  • Communication: Prepare and edit presentations, handouts, and other communication, both internally and externally
  • Project Coordination: Assist with basic project coordination of leadership team, department, and company initiatives.
  • Office Administration: Owner of office efficiency and administration, including but not limited to mail/shipping coordination, greeting guests, stocking & inventory, vendor relations, office communication, general office upkeep, and other office/facilities related work
  • Other support to Human Resources, Executives and other staff as needed

About You:

  • Proactive & Confident: You don’t wait for work to be handed to you. You anticipate the needs of your team and take the initiative to proactively seek ownership of work and solve any potential hiccups before they turn into issues. You bring ideas and solutions to the table
  • Flexible: You thrive in a changing environment and are a pro at “rolling with the punches.” You’re even keeled, so you can adapt to change quickly while managing stressors or frustrations
  • Team-Oriented: You excel at collaborating across the company, working with team members in all departments and levels
  • Startup Mentality: No job is too big or small. You thrive in a fast-paced, high-intensity environment where you balance multiple projects and can prioritize your work both short and long term
  • Good Judgment: You have a solid head on your shoulders, and you excel at knowing when to make the call and when to ask for additional direction (and from whom)
  • Forward-Thinking: You are constantly looking for new and better ways to do things and areas that could use your support

REQUIRED SKILLS/QUALIFICATIONS/WORKING CONDITIONS:

Minimum Skills & Qualifications:

  • Bachelor’s degree in related field, or equivalent combination of education and/or work experience
  • 5+ years’ experience in executive support
  • Proactive and independent with proven experience working for a large group of executives in multiple locations
  • Demonstrated ability to be adaptable, flexible, and handle multiple tasks simultaneously
  • Strong oral and written professional communication skills
  • Proficient in Microsoft Office, effectively communicates through Microsoft Word and PowerPoint including high-quality messaging, structure, and formatting
  • Demonstrated ability to maintain a high-level of confidentiality concerning employees, business, and other sensitive data
  • Ability to work as part of a team with specific direction, or as an individual with only high-level direction
  • Impeccable attention to detail and project management skills
  • Self-motivated and dependable with a strong work ethic
  • Flexible work schedule to support after hour meetings and events
  • Able to lift and carry up to 40 lbs.

Preferred Skills & Qualifications:

  • Related experience in a similar industry

 

COMPANY DESCRIPTION:

VelocityEHS is the largest and fastest growing environmental, health, safety (EHS) and sustainability software company in the world. More than 8 million people rely on our innovative on-demand (cloud-computing technology) safety and compliance management solutions to do their jobs safely and protect the environment.

At VelocityEHS, success is an everyday occurrence. Everyone who walks through our doors has an opportunity to make an impact. Our people make the difference at VelocityEHS – that's why we're not just looking for people with the right skills, but for those with the right drive, the right passion and the right character to make our entire team better. We still operate with the same start-up mentality that has made us the leading cloud EHS company, and offer each and every employee the opportunity to grow and reach their full potential.

We’re driven by the work we do to keep others safe, but we also like to have fun while doing it. We believe in producing great results, but also in enjoying the ride. Work-Life balance means two things at VelocityEHS – having time for your life outside of work, and taking steps to bring more life into the workplace. Between all the variety of workplace events, volunteer opportunities and other group activities available, we never forget that dynamic people need and deserve a place to work.

Finally, we understand that taking care of our customers starts with taking care of our employees. Our benefits include excellent medical and dental plans, matching 401(k) saving plan, RRSPS saving plans, generous PTO and more. All qualified applicants will receive consideration for employment without regard to, among other things, race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a protected veteran, or disability. We welcome and encourage diversity in the workplace. We thank you for your interest, however, only those candidates selected for an interview will be contacted. No agencies please.

VelocityEHS is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights code along with a discrimination, and harassment-free workplace. As part of our commitment to accessibility for all persons with disabilities, VelocityEHS will, upon the request of the applicant, provide accommodation during the recruitment process to ensure equal access to applicants with disabilities. If you require an accommodation, please notify us at [email protected] and we will work with you to meet your needs.

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Technology we use

  • Engineering
  • Product
  • Sales & Marketing
    • .NETLanguages
    • C#Languages
    • JavaLanguages
    • JavascriptLanguages
    • PythonLanguages
    • RLanguages
    • SqlLanguages
    • jQueryLibraries
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    • AngularJSFrameworks
    • ASP.NETFrameworks
    • Node.jsFrameworks
    • MySQLDatabases
    • Google AnalyticsAnalytics
    • IllustratorDesign
    • InVisionDesign
    • PhotoshopDesign
    • SketchDesign
    • JIRAManagement
    • Microsoft ProjectManagement
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    • SalesforceCRM
    • MarketoLead Gen

Location

VelocityEHS is located in the heart of downtown Chicago's River North neighborhood. Enjoy shopping, bars and restaurants all along the Riverwalk!

An Insider's view of VelocityEHS

What’s the vibe like in the office?

Electric. Recognition for good work in this office is contagious and once the ball starts rolling you can’t stop it. Everyone wants to see each other succeed. And if you need to decompress after a hectic day you can either go to the game room with your friends or head to the roof to enjoy the Chicago summer.

Vito

Sales Associate

What does your typical day look like?

My typical day involves a mix of internal meetings, client calls, and a lot of emails! On the Customer Success team, we aim to add value and deliver outcomes for our clients, so there is always a new problem to solve. I strategize and collaborate with teams across the organization to ensure we all work together for the success of our clients.

Lauren

Customer Success Manager

What does career growth look like on your team?

Career growth is very important for us. We try to find new openings and opportunities that allow employees to grow within VelocityEHS. This practice has opened many doors, and allowed the company and teams to grow over the last few years. With the amazing team members we work with, there is no shortage of great talent to fill those open spots.

Maya

Senior Director of Software Engineering

How do you make yourself accessible to the rest of the team?

While most people have an open door policy, I take it a step further and also make sure I know EVERY sales person and their name. And every year I set aside August to be my month to do 30 minute 1:1s with anyone on the sales team that wants to meet.

Le

Vice President of Sales

What is your vision for the company?

Our focus is not to be the first or most innovative, but on being the best by truly understanding the obstacles our customers’ face and delivering solutions that help them be more effective. We've already changed the industry – we now look forward to continuing to help lead the digital revolution in health, safety and environmental sustainability.

Glenn

Founder & Strategic Advisor

What are VelocityEHS Perks + Benefits

VelocityEHS Benefits Overview

Here at VelocityEHS, we place a high value on teamwork and understands that a great culture and work environment help to generate innovative ideas. Our employees are self-motivated, hard-working, enthusiastic and enjoy a great work-life balance.

Culture
Volunteer in local community
VelocityEHS partners with local nonprofits to create volunteer opportunities for our employees, who all have up to 2 days volunteer time to use each year.
Partners with Nonprofits
VelocityEHS partners with various local nonprofits for volunteer events, such as One Tail at a Time, Cradles to Crayons, Habitat for Humanity and Ronald McDonald House.
Friends outside of work
Eat lunch together
Intracompany committees
VelocityEHS has 15 different employee special interest clubs we call "Affinity Groups", ranging from a monthly beer share to an employee diversity council.
Open door policy
Team owned deliverables
Team based strategic planning
Group brainstorming sessions
Open office floor plan
Diversity
Documented equal pay policy
Dedicated Diversity/Inclusion Staff
Unconscious bias training
VelocityEHS has dedicated training, both at an employee and leadership level, to help continuously educate our community to better understand their own bias and others experience.
Diversity manifesto
Someone's primary function is managing the company’s diversity and inclusion initiatives
Mean gender pay gap below 10%
Diversity Employee Resource Groups
Mosaic celebrates cultural diversity at VEHS, FEM is dedicated to the empowerment of women in our community and Pride works to create a safe & open Workplace for LGBTQIA+ Colleagues and Allies.
Hiring Practices that Promote Diversity
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Employees can contribute up to $2750 annually to their FSA.
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Pet Insurance
Wellness Programs
Onsite Gym
Team workouts
VelocityEHS always participates in the annual JP Morgan Chase corporate challenge, but we also offer group workouts like bootcamps and yoga throughout the year.
Mental Health Benefits
VelocityEHS offers each employee a "Day of Reflection" to be used to reflect, learn, grieve or celebrate any kind of holiday we do not offer time off for otherwise.
Retirement & Stock Options Benefits
401(K) Matching
Performance Bonus
Child Care & Parental Leave Benefits
Flexible Work Schedule
VelocityEHS provides employees with a work schedule that includes Summer hours, and flexible start and end times as needed to accommodate their busy lives.
Remote Work Program
While we are currently working 100% remotely, this perk will continue on an add needed basis when office life returns to normal.
Family Medical Leave
Company sponsored family events
Vacation & Time Off Benefits
Generous PTO
VelocityEHS employees receive between 17 and 32 days per year of paid time off based on years of service, not including additional volunteer and reflection days.
Paid Volunteer Time
All employees start with 1 day of paid volunteer time per year. This increases to 2 days after 3 years of employment.
Sabbatical
Eligible employees get 1 month sabbatical after 10 years of working at the company.
Paid Holidays
Perks & Discounts
Casual Dress
Commuter Benefits
Company Outings
Game Room
Happy Hours
Recreational Clubs
Fitness Subsidies
Employees are offered a subsidized Class Pass account, starting at just $11 a month.
Professional Development Benefits
Job Training & Conferences
Diversity Program
Lunch and learns
Cross functional training encouraged
Promote from within
Online course subscriptions available
Customized development tracks
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