Job Description

As a MindMaze Executive Assistant, you will complete a broad variety of administrative tasks including but not limited to: owning and managing a complex and changing calendars across different time zones; submitting expense reports; preparing correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

Your main focus will be to provide executive administrative support for senior leadership at MindMaze . Additionally, you will also provide office management/administrative support to various team members and oversee day-to-day internal office matters in our office in Raleigh.

Principle Responsibilities:

You will:

• Organize and coordinate executive outreach and external relations efforts
• Support various internal activities/events and meetings (for example: executive and large meetings)
• Act as a "gatekeeper" for direct access to our C-level executives
• Prioritize and determine appropriate course of action, referral or response on incoming issues and concerns including those of a sensitive or confidential nature
• Ensure smooth communication between the senior management and external partners, clients, and networks
• Manage the day-to-day operations of our Raleigh office including facilities, equipment, maintenance, vendors, and inventory, and provide a welcoming and professional environment
• Order supplies, coordinate with internal/external customers in order to maintain office on a daily basis
• Track budget and spend for office operations
• Assist our team with space and seating planning, including communal workspaces
• Collaborate with other teams and/or lead in planning and executing site, team or company-wide activities and events (including scheduling and calendaring, and day-of logistics such as meeting room reservations and setup, AV/Teleconferencing equipment, and catering, etc.)
• Manage incoming and outgoing courier and other packages or mail as required

Qualifications

• Bachelor in Business Administration or equivalent
• Minimum 5 years of previous work experience as an executive assistant supporting C-Level executives is mandatory
• Highly organized, reactive, and able to prioritize multiple requests and calendars
• Extensive experience working in a highly demanding environment
• Excellent written and verbal communication skills that reflect ability to write clearly and without error and speak in a professional and articulate manner.
• Enthusiastic, self-motivated, proactive, effective under pressure, and flexible.
• Experience in a start-up environment a plus
• Highly proficient in Microsoft tools & GSuite

Please note that candidates must already have work authorization that would permit them to work for MindMaze in the United States.

Additional Information

• Health, Vision, Life & Dental Insurance
• Paid time off
• 401(k) & 401(k) matching
• Flexible schedule

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• While performing the duties of this position, prolonged periods of sitting at a desk and working on a computer may be required.
• Additionally, the employee is regularly required to talk or hear.
• The employee frequently is required to use hands or fingers, handle, or feel objects, tools, or controls.
• The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.
• The noise level in the work environment is usually moderate.
• Ability to travel on a flexible schedule.

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.