Office Manager

  • Full-time

Company Description

MindMaze is the world’s leading neurotechnology start-up pioneering a breakthrough computing platform that captures brain activity upon intent, creating a new operating system for computers (a Mind-OS) and a new generation of brain computer interface products, using virtual reality (VR), augmented reality (AR) and A.I. Based on a decade of rigorous testing in the healthcare industry, the company has designed intuitive mind/machine interfaces, which utilize pre real-time decoding of brain signals and is able to track fine movements and gestures. Its innovations are poised to transform industries, starting with healthcare and gaming.  Its first-generation products (MINDMOTION™ Pro and MINDMOTION™ Go) are aimed at rehabilitation following neurological incidents.

Join our eclectic mix of scientists, physicists, engineers, and clinicians to help change the world!

Job Description

As MindMaze’s office Manager, you will put your outrageously good organizational skills, total flexibility and your passion for satisfying both internal and external customers to help ensure the smooth and efficient day to day operations of our Lausanne office.

You will:

  • Act as a receptionist: greet and take care of visitors appropriately, ensure all visitors have signed NDAs, answer phone calls, ensure proper screening and direct as needed;
  • Manage the reception and distribution of communications: forward, collect, copy, distribute correspondence and mailings, handle couriers;
  • Maintain supplies: check stock, anticipate requirements, place orders, and deliver supplies;
  • Organize and handle local and international travel and accommodations for team members and external visitors;
  • Schedule and organize meeting rooms, set up video & tele conferences;
  • Organize and maintain files and records to appropriate requirements;
  • Manage relationships and contracts with 3rd party providers (cleaning, catering, security services, etc.); and identify and negotiate preferential rates or access to leisure and wellness activities;
  • Maintain an open communication with the landlord and reinforce local and community engagement;
  • Manage the general administration budget and invoices;
  • Update and maintain office management intranet pages;
  • Serve as a single point of contact and ensure office procedures are light weight and followed internally;
  • Maintain a healthy and favorable environment for the company and employees;
  • Pilot the reorganization of MindMaze’s office space to ensure efficient usage and to accommodate for MindMaze’s rapid growth;
  • Ensure that office space is compliant with security and safety norms and provide training to the staff on such matters;
  • Prepare office space for new comers;
  • Co-pilot MindMaze's 'Happy and Healthy' working group responsible for Initiatives for employee health, safety, wellbeing, sports, social, community, artistic, personal development, etc. to implement various initiatives which best match MindMaze spirit.

Qualifications

  • Minimum 5 years’ experience as an office Manager in a fast-growing company;
  • Proficiency in Ms Office suites;
  • Technologically savvy and willing to develop skills in other office packages (Confluence, Jira…);
  • Degree in business administration;
  • Min C2 level of English, Min C2 level of French.

Icing on the cake:

  • Experience in a high tech or start-up environment.

Additional Information

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

  • 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 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;
  • Customer Focus: dedicated to meeting the expectations and requirements of internal and external customers; acting with customers in mind;
  • Work planning: ability to multitask, to set priorities and to adapt to fast shifting requirements.

Do NOT apply if:

  • You do not thrive working with engineers and R&D teams;
  • Innovation and a lack of clear precedents make you nervous;
  • You’re seeking a springboard to a new job within the next year.

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