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Executive Assistant

2 months ago

Chicago, United States Barcodes Inc Full time

Description At Levata, we believe in making your journey with us seamless, impactful, and filled with opportunities to elevate your potential. As we think big, we enable what's next by leveraging our knowledge of what's possible today. Join a team where complexity doesn't mean confusion but rather a deep dive into understanding, surfacing with clear options and recommendations. We are seeking an Executive Assistant to support the CEO and President of Levata. The Executive Assistant will enable the CEO’s efficiency through effective calendar management, travel planning, and personal assistantship. The ideal candidate must have strong attention to detail, organizational skills, professionalism, the ability to handle multiple duties under stress and time constraints, and an aptitude for project management. This person must be able to work independently, supporting additional Executive Leaders on occasion. Confidentiality is a MUST for this role. What You'll Do: Executive Administration Support: Coordinate and manage the CEO's schedule, including scheduling meetings, appointments, and travel arrangements. Arrange domestic and international travel itineraries for the CEO. Prepare meeting agendas, presentations, professional correspondence, and other materials as needed. Serve as the primary point of contact for internal and external stakeholders seeking access to the CEO. Manage incoming correspondence, emails, and phone calls. Attend meetings with the CEO, take minutes, and follow up on action items. Provide on-site support for large in-office meetings including coordinating monthly board meetings and those events hosted by any Executive, as needed. Provide personalized support to the CEO as required. May coordinate personal tasks for CEO, including travel and calendar management. Office Coordination: Assist in coordinating vendor events/lunch and learns. Provide a point of contact for all outside team members, visitors, and vendors ensuring compliance with visitor processes. Lead the planning, scheduling, and execution of corporate events, such as President’s Club and Sales Kick Off. Plan and coordinate all engagement activities for the Chicago office, such as the holiday party, summer outings, team-building activities, and other recognition events. Act as a Brand Ambassador for the Chicago office for all company-wide initiatives and related activities. Responsible for ensuring office and kitchen supplies are regularly inventoried, ordered, received, stocked, and distributed. Ensure that office equipment is functioning properly and coordinate with internal and external vendors for office and building maintenance needs. What You'll Need: College degree preferred or equivalent work experience. Five (5) + years of experience supporting an executive team. Marketing aptitude. Travel administration and calendar management expertise. Office management experience to a team of 150+. Experience planning company events and meeting coordination. Excellent organizational skills, ability to multitask, and to prioritize effectively. Strong verbal and written communication skills. Proficiency in Microsoft Office Suite and other relevant software applications. Ability to maintain strict confidentiality and handle sensitive information with discretion. Proactive attitude with a willingness to take on new challenges and learn new skills. Who You Are: We take our guiding values seriously. You should be someone who will: Build trust. You always act in a customer’s best interest and do what you say you will do. Take action. You respond quickly to customers and seek excellence in everything you do. Think BIG. You have an eye to the future and bring expertise and creativity into every interaction. Make it easy. You find ways to solve problems and bring clarity to complex challenges. Win together. You are inclusive and collaborate to delight the customer and deliver success together. Who We Are: Welcome to Levata, a hub of innovation and a community that thrives on values that set us apart. At Levata, we're not just about business; we're about accelerating success, prioritizing quality, and advancing excellence inside out. Dive into a world where action is a way of life. At Levata, we believe in taking decisive steps to propel business success. We are doers, creators, and innovators inspired by challenge and change. Our commitment to building trust is unwavering, and we see your potential as our priority. What We Offer: Competitive compensation coupled with a comprehensive benefits package including medical, dental, vision, life, flexible spending, 401k, holiday and paid time off, parental leave and a pre-tax transit program. Levata is proud to be an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran's status, or any other protected characteristic. If you have a disability or special need that requires an accommodation in the application process, please request assistance. #J-18808-Ljbffr