Administrative Assistant

Administrative Assistant

General:
The Administrative Assistant provides comprehensive administrative and secretarial support
to senior management and employees at the Tel Aviv office.
The role includes full calendar management for the CFO, Legal Counsel, and Commercial
Director, as well as general office administration and maintenance. The position requires a
high level of organization, discretion, and the ability to manage multiple priorities in a fast-
paced environment.
Responsibilities & Duties
 Front desk and receptionist duties, including handling incoming calls and welcoming
external guests.
 Full-time on-site availability, Sunday–Thursday, 9:00–18:00.
 Organizing, scheduling, and coordinating meetings and appointments.
o Ongoing administrative support, including:
o Filing, scanning, printing, and document management.
o Monitoring invoice processing and payment approvals
o Updating organizational charts and structures upon request from Legal
Counsel.
o Assisting with corporate documentation and reports (e.g., Registrar of
Companies).
o Availability to support urgent matters outside office hours, if required
(occasionally)

 Responsibility for office supplies, mail handling, invoices, parking cards, petty cash, and
general office logistics.
 Preparing meeting rooms for meetings, including refreshments as needed.
 Managing food orders (group lunches and kitchen supplies).
 Assisting the housekeeper as needed.
 Managing complex calendars for senior management.
 Coordinating flights and hotel accommodation for company employees.
 Providing administrative support to XT Venture capital.
 Providing full administrative support to all office employees.

9 Andre Saharov St. POB 15090, Park Matam, Haifa 3190500, Israel | Tel +972-4-8610610
40 Einstein St. Ramat Aviv Tower, Internal POB 11, Tel Aviv 6910203, Israel | Tel +972-3-7456060

 Serving as a backup to the PA during absences (e.g., vacations).
Qualifications
 At least 2 years of experience in an administrative role, including calendar
management.
 High proficiency in computer applications (Microsoft Word, Excel, Outlook, etc.).
Skills & Personal Attributes:
 High reliability and discretion.
 Strong organizational and time-management skills.
 Excellent interpersonal and communication skills.
 Ability to work under pressure and manage multiple tasks simultaneously.
 Proactive, independent, and service-oriented approach.
 Initiative and attention to detail.
 Fluent