Executive Assistant/Office Manager

Holmdel, NJ, USA      ·       Full time

Company Description

This position will begin as remote, however it will eventually move to onsite.

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

As a MindMaze Executive Assistant, your key responsibility will be to make the Global Chief Commercial Officer’s life easier by being the first point of contact for internal and external matters pertaining to the Global Commercial office.

This position will provide a broad variety of administrative tasks for the GCCO including: owning and managing calendars across different time zones; submitting expense reports; preparing correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

This position will begin as remote, however, it will eventually be required to report to the office daily.

Principle Responsibilities:

You will:

• Ensure smooth communication between the Global Chief Commercial Office (GCCO) and external partners, clients, and networks.
• Act as a “gatekeeper” for direct access to the GCCO’s time and office.
• Own and proactively manage the GCCO’s complex, ever changing, high volume calendar across numerous time zones
• Organize and coordinate executive outreach and external relations efforts
• Assist in coordinating the agenda and notetaking for team meetings
• Manage critical deliverables and projects independently and/ or in cooperation with internal teams
•  Prioritize and determine appropriate course of action, referral or response on incoming issues and concerns including those of a sensitive or confidential nature
• Edit, complete and file legal and contractual documentation  
• Coordinating communication with key partners, including investors, clients, and prospects.
• Proactively support all client and partner engagement initiatives
• Draft documents and correspondence on behalf of the GCCO and other tasks that facilitate the GCCO ability to effectively lead the company;
• Coordinate travel (flights, reservations…);local/internaltionally
• Fill in for the office management team when required.
• 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
• 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 Global Chief Commercial Office (GCCO) and external partners, clients, and networks
• Edit, complete and file legal and contractual documentation  
• Other duties as required

Qualifications

Required Skills:

• BA Degree in business administration or a related field, preferably an MBA
• 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…)
• Excellent interpersonal skills: ability to build constructive work relationships and to nurture a trust and confidentiality; ability to promote a positive working atmosphere.
• Oral and written communication: ability to say no; ability to write clearly and succinctly in a variety of communication settings and styles; ability to get messages across that have the desired effect; ability to adapt communication to a variety of audiences.

Desired Skills:

• Ability and willingness to develop skills in other office packages (Confluence, Jira…)
• Experience in a start-up environment a plus
• Proficiency in MS Office suites and project management software or applications (such as Trello, Slack…) and Salesforce
• Degree in business administration, preferably an MBA
• Previous work experience in companies that create Medical Devices
• Marketing experience a plus

Additional Information

Benefits

• 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

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• While performing the duties of this position, prolonged periods of sitting at a desk and working on a computer may be required.
• Additionally, the employee is regularly required to talk or hear.
• The employee frequently is required to use hands or fingers, handle, or feel objects, tools, or controls.
• The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.
• The noise level in the work environment is usually moderate.

Mindmaze provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Please click here to apply.