Executive Assistant to the CEO

Lausanne, Switzerland        ·         Full time

Company Description

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 Switzerland, the US, France, and India.

For more information, please visit www.mindmaze.com.

Job Description

We are looking for an Executive Assistant to support our CEO on his day-to-day. Based in MindMaze Headquarters in Lausanne, you will act as a gatekeeper and first point of contact for various internal and external stakeholders managing complex & busy calendars, adjust schedules to ensure priorities are being met, and handling all administrative and organizational matters of daily business. The ideal candidate will be an adept anticipator, a poised and polished individual able to juggle competing priorities in a deadline-driven way.

Principal Responsibilities

• Calendar and Schedule Management
  • Coordinate and manage the CEO’s complex calendar
  • Organize meetings with the executive team, investors, and board members
  • Prioritize and arrange appointments, ensuring the CEO’s schedule is optimized and conflicts are minimized.
  • Provide timely reminders and prepare necessary materials for scheduled events.
• Travel Arrangements and Logistics:
  • Plan and coordinate travel arrangements including flights, accommodations, ground transportation, and visas when required.
  • Prepare detailed itineraries and ensure all travel arrangements are executed smoothly.
  • Anticipate and address potential travel-related issues and provide necessary support.
• Communication and Correspondence:
  • Manage and screen incoming calls, emails, and correspondence for the CEO.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Respond to inquiries and requests on behalf of the CEO in a timely and professional manner.
• Meeting Support:
  • Organize and coordinate meetings, including logistics, agenda preparation, and distribution of relevant materials.
  • Prepare presentations, reports, and other meeting materials as required.
• Relationship Management
  • Build and maintain positive and professional relationships with internal and external stakeholders, including board members, executives, clients, and partners.
  • Serve as a point of contact between the CEO and stakeholders, ensuring effective communication and prompt response to inquiries.

Please submit your CV in English.

Qualifications

Skills that we look out for are among:

• Bachelor’s degree in hospitality management or business administration
• Must have at least 5+ years of experience supporting C-Level executives in a high-growth, tech company or at a consulting firm.
• Demonstrated high-level calendar management skills
• English must be fluent (C2 level), French is a plus
• Excellent written and verbal communication skills, including strong editing and proofreading abilities
• Commitment to confidentiality and adept at handling sensitive information
• Tech Savvy, you are able to use existing and new IT tools quickly
• You have the flexibility to work outside established hours 
• Strong organizational and time management skills, with the ability to prioritize tasks and handle multiple responsibilities simultaneously.
• Professionalism, poise, and ability to remain calm under pressure

Please click here to apply.