Office manager &Executive assistant

Job Description

Tel Aviv, Israel

Responsible for managing all administrative functions at the HQ office. This includes overseeing office operations, coordinating executive calendars, arranging business meetings, and supporting global and local HR initiatives. The role requires close collaboration with the CPO( Chief People Officer, CEO, and executive members to ensure efficient planning, execution, and maintenance of administrative systems.

Responsibilities

Office Management

Oversee all office operations, including refreshments, cleaning, parking, attendance tracking, phone systems, office supplies, and deliveries.
Serve as the first point of contact for office-related inquiries, correspondence, and phone calls. Address for local employees related requests
Welcome and host customers, visitors, and face-to-face meetings at the HQ.
Monitor and coordinate calendars for meetings and events within the HQ.
Schedule and organize recurring monthly meetings and executive meetings.
Manage relationships with external vendors, including office renovations, repairs, and supply coordination.
Monitor and control the office and HQ budget, ensuring efficient use of resources.

Executive Support

Proactively manage and coordinate the calendars of the CEO and several executive team members, prioritizing and arranging internal and external meetings.
Prepare briefing documents and materials for executive meetings as required.
Plan and organize travel and accommodation for C-level executives and special guests, working closely with the travel agency and validating travel plans, insurance, and logistics.
Provide full administrative and personal assistant support, including managing correspondence, drafting letters, taking meeting minutes, and handling other tasks to support executives effectively.

HR and Employee Welfare

Support the CPO with global and local HR initiatives, such as welfare activities, employee gifts WW, and global events.
Manage and validate HR data, including headcount (HC) validation and updates to HR systems across all countries, control data in other company’s channel ( Active directory, website etc.).
Coordinate onboarding plans for new HQ employees and senior executives to ensure smooth integration.

Administrative Efficiency

Create and deliver high-quality reports with regards to the scope of work
Maintain strict confidentiality and discretion while performing all duties.
Required Experience
Bachelor’s degree in Business Administration or a related field; certification in office management is a plus.
Minimum of 5 years of proven experience as a Personal or Executive Assistant.
Experience working with senior executives, board members, or trustees.
Proficiency in Microsoft Office applications, including Excel, Outlook, and PowerPoint.
Exceptional organizational, multitasking, and planning skills.
Strong communication and interpersonal skills, with a customer-service mindset.
Positive attitude and proactive approach
Detail-oriented with the ability to maintain high levels of accuracy.
Ability to build and deliver presentations to a professional standard.
Excellent English (written and oral).
Flexibility \Availability
Proactive approach and creative thinking
Strong phone etiquette