This role is for Chicago area-based candidates only

 

Who We Are

Level Ex® (a Brainlab company) creates industry-leading video games for physicians. The company uses state-of-the-art video game technology and cognitive neuroscience to capture the challenges of practicing medicine—revolutionizing the way medical professionals advance their clinical skills, earn CME, and keep up-to-speed on challenging cases, new medical devices, drug therapies, and clinical best practices. The company's medical video games run on phones, tablets, and web browsers, and are played by over 750,000 healthcare professionals. Top 20 pharmaceutical and medical device companies, national medical societies, and government organizations, including NASA, leverage Level Ex’s acclaimed platform for education and training.   

 

Who You Are

We need a highly organized Executive Assistant/Office Manager who takes initiative, is a highly-driven individual with the ability to prioritize based on urgency and importance.  You are a self-starter with excellent communication skills, who thinks ahead and challenges the status quo through meaningful data that informs better and stronger processes. Ultimately, you have a stellar work ethic, thrive on variety, and have a strong ability to adapt to changes on the fly.  You are an innate problem solver who wants to grow in a flexible, collaborative culture. You’ll play a dual role as executive support to our Chief Financial Officer, in addition to managing our office, located in downtown Chicago.

 

What You'll Do

The Executive Assistant/Office Manager will focus on the areas of executive and administrative support, day-to-day office management. Reporting to the Chief Financial Officer, this person will be entrusted with and accountable for the following:

C-Level Executive Administration and Office Management

  • Support our Chief Financial Officer with calendar management and prioritizing various duties based on shifting needs and requirements
  • Proactively identify and resolve scheduling conflicts, identify recurring pain points, and find solutions
  • Act as a gatekeeper by making sure the Chief Financial Officer is looped in on all upcoming events, commitments, and responsibilities
  • Help facilitate department-level communications and administrative responsibilities on behalf of our Chief Financial Officer and other leaders in the Operations department
  • Plan, coordinate, and facilitate on- and off-site meetings and internal Level Ex functions
  • Manage email inbox to scan for priorities and areas of escalation
  • Create documents for meetings or conference calls, including but not limited to presentations, report and proposals
  • Reinforce practices and procedures to ensure the highest level of confidentiality at all times
  • Work collaboratively with the executive assistant team, in positive partnership to support each other and encourage successful communication among leadership
  • Cross-train with the CEO’s executive assistant to provide CEO support in admin’s absence
  • Procure and manage all office and break room supplies to ensure our office and kitchen are  stocked with all necessary supplies 
  • Develop and enact procedures to ensure functional and smooth office operations
  • Supervise and coordinate all office and facility maintenance visits and vendor relations
  • Coordinate with our team to handle other-office related tasks, including remote-office requests, potential remote office locations  
  • Perform any other related duties as may be assigned by the Chief Financial Officer, or other designees

 

Competencies, Skills, and Mindsets You Possess:

Learning Agility & “Can-Do” Mindset

  • Positive and courageous, able to learn from successes and failures, overcome obstacles and achieve the Level Ex vision
  • Growth-oriented, focused on the end goal, comfortable in learning new skills, and eager to adopt new habits to change and grow for the better

Critical Thinking & Interpersonal Skillset

  • Ability to collect and analyze information, problem-solve, and make decisions that improve overall productivity and success
  • Possess the social intelligence needed to encourage and direct a wide range of personalities
  • Seeks to improve processes and deliver results
  • Can handle large amounts of confidential data with discretion and professionalism

Clear & Effective Communication

  • Provides clear and accurate information to employees in a timely manner
  • Relatable and able to maintain rapport and empathy with people at all levels of the organization
  • Effective relationship-building skills, with the ability to encourage diverse personalities and styles of work

 Relationship & Influence

  • Build rapport and encourage engagement
  • A strong contributor, who is dependable, transparent, authentic, and accountable

Proactive & Agile

  • Hands-on, operational, and highly data-driven with a mindset that is biased toward problem-solving and productive collaboration
  • Strong initiative, always striving to raise the bar and inspires the same from those around them
  • Ability to absorb new information quickly and adapts and iterates with agility

 

Experience You Have

  • Minimum of 3+ years of experience in an Executive Assistant role supporting a C-level executive
  • Strong ability to juggle numerous priorities and deadlines
  • Proficiency with Google Suite, and MS Office applications
  • Demonstrated ability to act with discretion, exceptional integrity and judgment
  • Excellent organization and project management skills
  • Excellent written and verbal communication skills
  • Experience working in a fast-paced startup environment is a plus
  • Bachelor’s Degree or equivalent experience

 

Perks & Benefits 

  • Multiple health insurance plans with 100% company-paid premiums
  • 401(k) with company-paid match
  • Dental and vision insurance 
  • Pre-tax flex spending and commuter accounts
  • Paid vacation, sick days and holidays
  • Full-time remote employment options
  • Unlimited cold brew and gourmet coffee, kombucha, Bevi sparkling water, and craft beer 
  • Full kitchen and food options including breakfast, and both healthy and comfort snacks 
  • Team after-hours events, like Board Game Night

 

Diversity Statement

Level Ex is the collective sum of all our individual experiences, backgrounds, and influences and we pride ourselves in growing and learning together. We are committed to building an inclusive and diverse environment where everyone’s individuality is respected, and everyone has an Identity. 

No Agencies or Recruiters, please.

Legal authorization to work in the U.S. is required. We will not sponsor individuals for employment visas, now or in the future, for this job.

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