Executive Assistant

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

1- 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.

3- Communication and Correspondence:

• Manage and screen incoming calls and correspondence for the CEO.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

4- Meeting Support:

• Organize and coordinate meetings, including logistics, agenda preparation, and distribution of relevant materials.

5 - 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.

Requirements

Skills that we look out for are among:

• Bachelor’s degree in hospitality management
• 3+ years of experience supporting C-Level executives in a family office or asmall to mid-size company
• Demonstrated high-level calendar management skills
• English and French must be fluent (C1/2 level)
• Flexibility will be required outside established hours
• Excellent written and verbal communication skills, including strong editing and proofreading abilities
• Commitment to confidentiality and adept at handling sensitive information
• Tech Savvy, you can use existing and new IT tools quickly
• Professionalism, poise, and ability to remain calm under pressure