Executive Administrator

Description:

Overview

We are seeking a highly organized, proactive, and professional Executive Administrator to provide comprehensive administrative and coordination support to the CEO, CFO, and VP Strategy & Executive PMO. This role requires exceptional multitasking skills, strong judgment, attention to detail, discretion, and the ability to manage priorities in a dynamic, fast-paced environment.

Key Responsibilities

• Executive Administration & Leadership Support Responsibilities
• Executive Support: Provide high-level, confidential administrative support to the CEO, CFO, other Executive Leaders, and the VP Strategy & Executive PMO.
• Calendar Management: Expertly manage complex calendars, prioritize conflicting demands, and schedule meetings (internal and external) with meticulous attention to detail.
• Expense Management: Prepare and process expense reports and invoices, ensuring compliance with company policies.
• Project Coordination: Assist with special projects and initiatives on behalf of the Executive Team.
• Travel Coordination: Arrange and manage all aspects of executive travel - accommodation, visas, and detailed itineraries (excluding flights) in alignment with the global travel manager.
• Administrative support in the finance unit - Lead the coordination and preparation of leadership meetings, including developing agendas, collecting materials, and verifying attendance. Track and follow up on action items and deliverables from management and cross-functional meetings, ensuring timely progress and accountability. Support in the planning and execution of unit events.
• Executive Meetings & Events: Coordinate, organize, and support the execution of Executive Leadership meetings, management forums, conferences, offsites, and other corporate events, including logistics, materials, participant communication, and follow-up activities.
• Strategy & PMO Support: Provide administrative and coordination support to the VP Strategy & Executive PMO, including meeting coordination, preparation of materials, and follow-up on strategic initiatives and cross-functional projects.
• Marketing & PR Coordination: Collaborate with Marketing and Corporate Communications/PR teams regarding conferences, external events, and executive engagements involving the CEO and CFO, supporting logistics, schedules, and communication materials as required.

Qualifications & Skills

• At least 5 years of proven experience as an Executive Administrator supporting senior executives, preferably in a fast-paced global environment.
• Native-level Hebrew and Fluent English (both written and spoken) are essential, and Spanish will be an advantage.
• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience working with SAP systems is an advantage.
• Exceptional organizational and time management skills with meticulous attention to detail.
• Demonstrated ability to handle sensitive and confidential information with the utmost discretion and professionalism.
• Strong interpersonal skills with a high ability for teamwork and collegiality with colleagues as well as managers and external stakeholders.
• Proactive, can-do attitude, resourceful, and a self-starter who can anticipate needs and solve problems independently.
• Willingness to work from the company offices in Givatayim (near Arlozorov train station) at least 3 days a week. Flexibility in working hours and availability for after-hours telephone support are required.