Office Manager & Executive Assistant (Tel Aviv)

Description:

Office Manager & Executive Assistant (Tel Aviv)

Overview

We are seeking a highly organized, proactive, and professional Office Manager and Executive Assistant to be the operational backbone of our Tel Aviv office and provide comprehensive administrative support to the Executive Leadership. This dual role requires exceptional multitasking skills, strong problem-solving abilities, and a commitment to maintaining a professional, efficient, and welcoming office environment.

Key Responsibilities

Executive Assistant Responsibilities

• Executive Support: Provide high-level, confidential administrative support to the CEO, CFO, and other Executive Leaders
• 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.

Office Management Responsibilities

• Office Operations: Oversee all daily office operations in the Tel Aviv branch, ensuring a smooth, efficient, and professional work environment.
• Reception oversees & Hospitality: Ensure a welcoming environment, sit at the reception, welcome and guide guests, help employees, and the site activities.
• Event Planning: Coordinate and organize internal company events in the office in alignment with the site's administrators' team.
• Facilities & Vendors: Manage vendor relationships (e.g., cleaning, catering, maintenance), oversee office maintenance and repairs, and serve as the main liaison with the building management.
• Inventory & Supplies: Manage and maintain inventory of all office and kitchen supplies, ensuring proper stock levels and efficient purchasing within budget.
• Budget Management: Monitor and track the office operations budget and expenses.
• Onboarding & HR Support: Assist with the administrative aspects of new employee onboarding (e.g., preparing workstations, access cards, systems setup coordination).

Qualifications & Skills

• Experience in both Office Manager and Executive Assistant roles, preferably in a fast-paced 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).
• 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 4 days a week (8:00-17:00 Flexibility in hours and after-hours telephone support is required.