Office Manager

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.

In this role, you will be in charge of both MindMaze Lausanne offices and its reception. You will be the main ambassador to treat all the questions related to the office organization. You will put your excellent organizational skills and passion for satisfying both internal and external customers to help ensure smooth and efficient day-to-day operations.

You will:

• Greet guests appropriately and control they have signed NDAs
• Maintain office supplies stocks, placing orders, and deliver supplies
• Manage relationships and contracts with 3rd party providers (cleaning, catering, security, services, etc.) and negotiate preferential rates or access to leisure and wellness activities
• Drive and ensure clear and engaging communication around the workplace
• Schedule and organize meeting rooms, set up video & tele conferences
• Maintain open communication with the landlord and reinforce local and community engagement
• Manage the general administration budget and invoices
• Manage emails received on MindMaze general inbox and own office management intranet pages
• Ensure office internal processes are followed and maintain a healthy and favorable environment for the company and employees
• Pilot the reorganization of MindMaze’s office space to optimize office space and accommodate to 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 newcomers
• Ensure the reception area is tidy and presentable, with all necessary stationery and materials
• Co-pilot MindMaze’s ’Happy and Healthy’ working group responsible for Initiatives for Mindmaze employees.

• 
  Minimum 5 years experience as an Office Manager in a fast-growing company
• Technologically savvy and willing to develop skills in other office packages (Confluence, Jira…)
• Min C1 level of English and a very good level of French (Able to speak and negotiate with external suppliers)
• Track record showing your ability to build and maintain positive relationships with employees and other stakeholders
• Can-do attitude with an open and engaging personality
• Problem-solving oriented and team player

What we offer:

• A scale-up company in innovative therapies
• Dynamic and driven team
• Flexible work environment
• Excellent location, easily accessible with an amazing lake view
• A workplace that supports diversity, inclusion and parenthood

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.