Administrative Assistant

GlassesUSA.com, part of the Optimax Eyewear group, has rapidly grown into a leading direct-to-consumer online eyewear retailer in the U.S. With the largest selection of styles and brands, we make it easy for everyone to find their perfect pair. Our mission is to enrich lives by offering eyewear tailored to individual needs, style preferences, and budgets.

Through innovative technology and AI-driven solutions, GlassesUSA.com is reshaping the eyewear industry and delivering a seamless, personalized shopping experience. We ensure quality, affordability, and efficiency by controlling the full supply chain—from product design and manufacturing to optical lens production and digital experience.

Our Administrative & HR department is looking for a talented, proactive, service-oriented Administrative Assistant to join our growing team.

Responsibilities & Scope of Role

Front Desk & Guest Experience

Managing reception, welcoming guests, coordinating visitor check-in, and providing VIP hospitality.
Preparing meeting rooms (setup, refreshments, cleanliness, equipment readiness).
Supporting employee-facing needs with exceptional service and professionalism.

Office Operations & Welfare

Managing food services: kitchens, refreshments, lunch coordination, and Happy Hour.
Overseeing office cleanliness, maintenance requests, and vendor coordination.
Handling employee-related orders (parking, access cards, equipment, swag).
Managing welfare activities: birthdays, anniversaries, holiday gifts, and team events.
Documenting administrative and welfare expenses and maintaining budget awareness.
Setting up workstations for new hires: equipment, seating, welcome packages.

Meetings, Travel & Logistics

Managing meeting room calendars and ensuring room readiness.
Coordinating domestic and international travel arrangements as needed.
Supporting logistics for internal and external visitors.

Employee Support & HR Coordination

Assisting with onboarding processes and first-day orientation.
Assisting the Payroll Controller with attendance system updates.
Collaborating with HR and Finance on invoices, documentation, and reimbursements.

Qualifications & Experience

Proven experience in office administration or operations, preferably in a high-tech or large organizational environment.
Experience as a Personal Assistant – strong advantage.
Fluent in Hebrew and English (verbal and written) – must.
Strong command of MS Office (Outlook, Excel, Word).
Excellent interpersonal skills, service-orientation, and the ability to work with diverse stakeholders.
Highly organized, proactive, detail-oriented, and able to multitask in a dynamic setting.
Immediate availability – advantage.

Location: Ramat HaChayal, Tel Aviv

Work Model: On-site, full-time, morning hours overseeing the reception desk