Executive Assistant (Hybrid)

Raleigh, NC       ·       Full time

Company Description

About MindMaze

Founded in 2012, MindMaze is a global leader in brain technology and digital neurotherapeutics solutions for brain health and recovery. Its mission is to accelerate the brain’s ability to recover, learn and adapt. The company has two core divisions – Healthcare and Labs – working collaboratively at the intersection of neuroscience, bio-sensing, engineering, mixed reality and artificial intelligence. MindMaze Healthcare is advancing a universal platform for brain health with breakthrough solutions to some of the world’s most challenging problems in neurology, including stroke, Parkinson’s disease and Alzheimer’s disease. MindMaze Labs, the company’s R&D innovation hub, is focused on the future of human computing – working across multiple industries to innovate and build the next generation of human-machine interfaces. The company has offices in Lausanne, Baltimore, London, Paris and Mumbai and has operations in more than 20 countries. For more information, please visit www.mindmaze.com.

Job Description

You will complete a broad variety of administrative tasks for the CEO including owning and managing a complex and changing calendars across different time zones; submitting expense reports; preparing correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.  Additionally, you will provide administration and oversite on day-to-day internal office matters.

Main responsibilities:

• Organize and coordinate executive outreach and external relations efforts
• Assist in coordinating the agenda of senior management team meetings
• Manage critical deliverables and projects as per request, independently and/ or in cooperation with internal teams
• Act as a “gatekeeper” for direct access to the CEO’s time and office
• Prioritize and determine appropriate course of action, referral or response on incoming issues and concerns including those of a sensitive or confidential nature
• Ensure smooth communication between the CEO and external partners, clients, and networks
• Edit, complete and file legal and contractual documentation  
• Order supplies, coordinate with internal/extrnal customers in order to maintain office on a daily basis.

Your profile

 You are creative, solution-oriented and enjoy working in a demanding start-up environment, requiring flexibility. You can exercise good judgements in a variety of situations. Pressure and juggling with multiple activities do not scare you. You handle all matters with poise and discretion.

You are particularly excellent at:

• Organizing and planning: Being able to create order out of chaos, setting priorities and meeting deadlines; managing expectations
• Actioning: handling matters expeditiously and proactively
• Understanding how senior managers/stakeholders/board members think and work; determining the best way to get things done with them by talking their language and responding to their needs; knowing when to question and propose improvements and when to execute
• Building constructive work relationships and nurturing trust and confidentiality; promoting a positive working atmosphere
• Being discreet and keeping data confidential

Qualifications

• Degree in business administration, min bachelor level
• Experience in a start-up environment a plus
• Demonstrated high level calendar management skills
• Minimum 7 years of previous work experience as an executive assistant support C-Level executives
• Extensive experience working in a highly demanding environment
• Proficiency in Ms Office suites and software applications (such as Trello, Slack…)
• Ability and willingness to develop skills in other office packages (Confluence, Jira…)
• Bilingual English /French is a must

Additional Information

Benefits Overview

• Health insurance
• Paid time off
• Dental insurance
• 401(k)
• Vision insurance
• Flexible schedule
• Tuition reimbursement
• Life insurance
• 401(k) matching
• Referral program
• Employee discount
• Flexible spending account
• Health savings account
• Relocation assistance
• Parental leave
• Professional development assistance
• Employee assistance program
• Other

Please click here to apply.