Executive Operations Coordinator

About the job

About the Role:

We are seeking a highly organized, tech-savvy, and proactive Executive Assistant / Office Manager to support our COO and executive team. This pivotal role ensures seamless daily operations, provides high-level administrative support, and manages various office and team functions. The ideal candidate thrives in a fast-paced environment, handles multiple priorities with ease, and consistently demonstrates discretion and professionalism.

Key Responsibilities:

Executive Support & Scheduling

Provide executive-level administrative support to the COO and other C-suite members, in close collaboration with the VP of HR.
Manage complex calendars, prioritize meetings, and coordinate scheduling across time zones.
Arrange domestic and international travel, including flights, accommodations, and itineraries.
Register executives for conferences and industry events.
Assist the CEO with occasional personal tasks and arrangements.

Office & Team Operations

Oversee day-to-day office operations and ensure a well-organized, efficient workplace.
Manage office procurement and vendor relationships, including contracts and supply inventory.
Organize internal team events, celebrations, and initiatives that promote a positive work culture.
Track and coordinate team birthdays and milestones for timely recognition.

Executive & Network Relationship Management

Maintain and update key contact lists for the CEO and other executives.
Track important dates (birthdays, milestones) for strategic partners and network contacts; manage gifts and greetings accordingly.

Event & Meeting Coordination

Plan and execute internal events, offsites, workshops, and team gatherings.
Support HR with employee engagement initiatives and company-wide communications.
Prepare meeting agendas, take notes, and ensure timely follow-up on action items.

Application & IT Management

Track company software usage, application expenses, and maintain records.
Coordinate with IT vendors on open issues, equipment inventory, and task follow-ups.
Manage outsourced IT providers to ensure operational continuity.

Requirements:

Experience: Minimum 5 years in executive assistance, office management, or related administrative roles.
Skills: Excellent organizational, problem-solving, and multitasking abilities.
Technical Proficiency: Strong command of Microsoft Office, Google Workspace, and office productivity tools.
Languages: Fluency in both Hebrew and English (spoken and written).
Personality: Proactive, professional, and highly detail-oriented with strong interpersonal skills.
Collaboration: Ability to work closely with multiple stakeholders, primarily under the COO, and in collaboration with the VP of HR and executive leadership.