Executive Assistant - Chicago Office

Located in downtown Chicago, ImmersiveTouch is transforming the way surgeons hone their skills by practicing high-risk surgeries in our industry-leading virtual reality (VR) simulations. Our platform has earned the trust of the country’s leading surgeons in several specialties; plus, we’ve custom-built state-of-the-art algorithms to render medical digital images in real-time environment for both visual and tactile feedback, which enables a wide range of new possibilities in pre-surgical planning, patient engagement and surgical training. Our team unites award-winning developers, engineers and 3D artists with top surgeons, all passionate about using game design approaches to keep doctors across the world performing at the top of their game.

About the Role

ImmersiveTouch is looking for an office & community manager to help create the happiest people , an invigorating and amazing office environment and a company brand amongst potential recruits. Experience at a start up or fast growing company highly preferred.

ImmersiveTouch Office Culture

  • Independence - an ability to work alone. There is no micromanaging here. Join ImmersiveTouch, pitch ideas and shape the work you do. You will be given responsibility from day one.

  • Vision - an ability to see the broader picture. We are innovating quickly and challenging the status quo. Seeing where we fit in is critical in making it a reality.

  • Positivity - a good attitude and respect for others. We’re teammates, not co-workers.

  • Ambition - an ability and a passion for learning and getting things done. We will champion you, challenge you, and push you to achieve your best – and we expect the same in return.

  • Empathy - an ability to understand the customer. We do not build products for industry, but with industry. Learn our markets and speak to our end-users.

  • Adaptability - an ability to respond quickly. We are in a fast-paced industry and so we expect you to be creative when solving a new problem and comfortable under pressure.


  • Office Management: day to day management of the office, amenities, office activities and investment into the space. Maintain inventory of coffee & snacks. Conceiving and planning team building activities and day-to-day perks.

  • Human Resources: Manage HR related issues

  • Culture Champion: Help to define and support the culture of ImmersiveTouch.

  • On-Boarding: Design, manage, and administer on-boarding process (such as background checks, first day orientation, probationary period reviews) and programs that provide new employees with a basic understanding of ImmersiveTouch.

  • Employee Relations: Partner with employees, managers and founders to provide advice, identify trends, issues and problem areas as they relate to employees. Recommend solutions, new approaches, policies and procedures to encourage continuous improvements in efficiency of the department and company.

  • Recruiting by creating a company brand: Spend about 25% of your time assisting with recruiting the right people to build ImmersiveTouch into a world class organization by primarily by choosing meet up events to sponsor and attend.

  • Executive Assistance: Assist the CEO & COO to maintain timely and effective internal and external communications. Provide high-quality administrative support in a demanding, fast-paced tech start up environment. Manage calendars and appointments with an understanding of business priorities. Draft and edit correspondence, communications, presentations and other documents

  • Invoices & Bookkeeping: Work with the CEO to send invoices and organize the Company's credit card statement for Accounting

  • Performance Management: Encourage and ensure managers conduct performance discussions. Provide input and guidance on taking corrective action, training/development, and promotions.

  • Trade Show & Demo Management: Organize trade shows and other product demos


  • Bachelor's Degree with at least 5-7 years of HR experience. Organizational psychology qualification highly preferred.

  • Talent Development experience is desired.

  • Experience working in a fast-paced high tech environment or startup environment.

  • Experience managing significant HR/Talent Development projects from design to implementation.

  • Knowledgeable of employment law

  • Strong communication skills and excellent interpersonal and influencing skills.

  • Strong business acumen, results oriented and the ability to manage frequently changing priorities.

  • Demonstrated analytical skills. Strong proactive interest in learning/mastering HR best practices.

  • Proven ability to build relationships and earn the trust of employees and senior leadership across the organization.

  • Ability to serve as a thought partner for founding team and a willingness to challenge the status quo.Competitive Salary with Health, Dental, Vision Insurance

Job Type:

  • Full-time


  • office management: 4 years (Preferred)

  • office assistant: 2 years (Preferred)


  • Chicago, IL (Required)

Your personal data controller is ImmersiveTouch Inc. with its registered seat Chicago, Illinois, 60607, United States of America. Your personal data will be processed in particular to invite you to our recruitment process and to conduct the process, which includes negotiating conditions of employment. We respect your privacy rights i.e. the right to access, rectify and delete your data, limit its processing, transfer it, a right not to be a subject to automated decision-making, including profiling, and to object to the processing of your personal data (you will find more details about processing of your personal data in our Privacy Notice. 

This position is OPEN