MindMaze is the world’s leading Neurotechnology startup built on more than a decade of pioneering research at the intersection of virtual reality and neuroscience. Our breakthrough platform combines virtual & augmented reality, neuroscience and AI to build intuitive human machine interfaces. Our first products help patients suffering from severe disabilities following a neurological incident. Join our eclectic mix of scientists, physicists, engineers and clinicians to help change the world!

MindMaze desperately needs a hyper-organized administrative assistant to make our office (and our CEO) run smoothly. In this role, you will make the CEO’s life easier by providing around the clock administrative support and by ensuring his day to day activities flow perfectly.

You will:

• Be our CEO’s detail-oriented better half;
• Own and proactively manage the CEO’s complex, changing, high volume calendar across numerous time zones;
• Help the CEO stay on top of communication with key partners, including investors, clients, and prospects;
• Proactively support all our client and partner engagement initiatives;
• Work independently with little supervision and consistently update CEO on the status of on-going projects;
• Prioritise conflicting needs by open communication, and follow through on all “Internal” MindMaze projects proactively, often under tight deadlines;
• Draft documents and correspondence on behalf of the CEO, and other tasks that facilitate the CEO’s ability to effectively lead the company;
• Coordinate travel (flights, reservations…);
• Run personal errands for CEO when needed with minimal eye-rolling;

• Fill in for the office management team when required.

To be successful, you can illustrate the fact that you have the following abilities:

• Planning: Being able to create order out of chaos, setting priorities and meeting deadlines;
• Action Orientation: being action oriented and full of energy for the things you see as challenging;
• Comfort Around Higher Management: understanding how senior managers 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 follow orders;
• 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.

Essential skills:

• Demonstrated high level calendar management skills;
• Extensive experience working in a chaotic and highly demanding environment;
• Proficiency in Ms Office suites and project management software or applications (such as Trello, Slack…) and Salesforce;
• Ability and willingness to develop skills in other office packages (Confluence, Jira…);
• Preferably bilingual English / French; Min C2 level of English, Min C2 level of French.

Icing on the cake:

• Degree in business administration, preferably an MBA;
• Previous work experience in an executive support position;
• Previous work experience in consumer technology and service companies;
• Marketing experience a plus;
• Experience in a start-up environment.

Do NOT apply if:

• You are not GREAT at calendaring or scheduling;
• Chaos and change, make you nervous;
• You do not love hard work;
• Details annoy you;
• You’re hoping to use this job as a springboard to a better role in the new few months.

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