Executive Assistant to the Founders — Belgium

NeuroDoctrine is building the neural operating system for defence and space, the platform that lets a single mind command a swarm of machines, in real time. We're a small, fast-moving team turning a decade of peer-reviewed neuroscience into doctrine, and this September we step out of stealth for the first time.

We are seeking a dynamic and highly organized Executive Assistant (EA) to join our team and provide exceptional support to senior leadership. You'll own NeuroDoctrine's admin work across a genuinely multi-jurisdictional footprint, the UK, the US, and Belgium, at exactly the moment the company is scaling from a founding team to a workforce that has to move as fast as the technology does. This role is vital in ensuring smooth daily operations, managing schedules, coordinating communications, and handling administrative tasks with precision and professionalism. The selected candidate will run our HR operations end-to-end (recruitment, contracts, records, visas), support leadership directly with confidential scheduling and correspondence, and coordinate major projects, including the Neurotech for Defence & Space Summit and our new podcast, the 42-Minute Briefing. Three genuinely different disciplines, one person, and real ownership across all three.

Work Location: Hybrid remote in Manchester M3 2BY

What you’ll do

Recruitment

• Coordinate candidate interviews and manage applicant communication end-to-end.
• Screen CVs against role requirements and conduct first-stage structured behavioural interviews.
• Coordinate background checks and prepare offer documentation.
• Organise recruitment events and university partnerships.

HR Administration

• Prepare contracts, letters, personnel documents, and confidential files using company templates.
• Manage employee records through our People Performance & Culture (PPC) portal — new starters, holidays, sick leave, payslips, contact details, and salary changes.
• Coordinate visa sponsorship applications, invitation letters, and right-to-work checks, working with external immigration counsel on anything beyond standard casework.
• Support onboarding and general HR projects.

Executive & Confidential Support

Manage diaries, meetings, interviews, leadership reviews, and confidential appointments across both entities.

• Book rooms and coordinate schedules across participants and time zones (UK, US, Belgium). Arrange flights, hotels, transport, and itineraries for leadership and international visitors.
• Coordinate international visitors and executive logistics, including government, military, and investor guests.
• Handle confidential correspondence and follow-up actions.

Project Coordination

• Coordinate major events, including the Neurotech for Defence & Space Summit and annual retreats.
• Manage venues, suppliers, invitations, attendee lists, travel, and logistics.
• Coordinate internal and external stakeholders across the event lifecycle

Our New Tech Podcast — the 42-Minute Briefing

• Coordinate recording, studio, equipment, and filming logistics.
• Coordinate and communicate with guests, including scheduling and follow-ups.
• Liaise with editing and publishing suppliers, and coordinate releases of social-media assets.
• Track podcast performance metrics and maintain a pipeline of potential guests and topics.
• Support partnerships, sponsorships, and cross-promotion.

What you’ll bring

You are exceptionally organised, discreet, and proactive. You don't wait to be told what needs doing, you anticipate it. You are comfortable operating with incomplete information, managing competing priorities, and dealing confidently with senior stakeholders. You have excellent judgement, understand confidentiality, and can move seamlessly between arranging an executive's international travel, resolving an HR issue, coordinating a senior government visitor, and getting a major event over the line. You take ownership. If something sits within your remit, you make sure it gets done.

Skills

• Excellent organizational skills with the ability to prioritize tasks efficiently in a busy environment
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and Google Workspace tools (Docs, Sheets, Calendar)
• Strong typing skills coupled with attention to detail to ensure error-free documentation
• Exceptional phone etiquette and communication skills for professional interactions at all levels
• Demonstrated ability to handle multiple responsibilities simultaneously while maintaining a positive attitude
• Comfort with ambiguity, and the judgement to build structure without slowing anyone down
• A bias to action that matches a team stepping out of stealth in six weeks, not six months

This role will grow in scope and compensation as NeuroDoctrine scales. This is a ground-floor opportunity at a company about to go public, working directly alongside NATO, government, and investor guests.

• Equity participation/employee share option scheme

Apply for Executive Assistant to the Founders — Belgium

A founder reads every application. CV required.

First name Last name

Apply for Executive Assistant to the Founders — Belgium

A founder reads every application. CV required.

First name Last name Email Phone LinkedIn (optional) Cover letter CV (PDF or Word, under 4MB)

#J-18808-Ljbffr

Full job description from WhatJobs. Apply for this role →