Executive Assistant, Welfare & Office Manager

Position Title: Executive Assistant and Office Manager

Location: IL office, Netanya

Reports To: VP HR

Summary:

The Executive Assistant (EA) and Office manager provides high-level administrative support to the CEO and the executive team, ensuring the efficient operation of the executive office. The EA handles confidential and time-sensitive material and prepares correspondence, reports, and presentations. The EA manages the executive's schedule, organizes meetings, and coordinates travel arrangements.

This Person is also responsible for ensuring the smooth operation of the office environment, promoting employee welfare, and implementing policies that enhance the well-being of staff. This role combines administrative duties with a focus on employee satisfaction and workplace culture.

Key Responsibilities:

1. Administrative Support:

- Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.

- Handle incoming and outgoing correspondence, including emails, phone calls, and mail.

- Prepare and edit documents, reports, and presentations.

2. Meeting Coordination:

- Organize and coordinate meetings, including preparing agendas, materials, and minutes.

- Ensure meeting rooms are booked and set up with necessary equipment and refreshments.

- Assist in the planning and execution of company events and off-site meetings.

3. Office Management

- Oversee daily office operations and procedures.

- Manage office supplies, equipment, and maintenance.

- Coordinate with vendors and service providers.

- Ensure compliance with health and safety regulations.

4. Employee Welfare

- Develop and implement employee welfare programs and initiatives.

- Provide support and resources for employee health and well-being.

- Organize events and activities that foster a positive work environment.

- Address employee concerns and grievances, providing appropriate solutions.

5. Human Resources Support

- Assist in the recruitment and onboarding process.

- Maintain employee records and manage HR documentation.

- Support performance management and employee development programs.

- Facilitate communication between management and employees.

6. Administrative Duties

- Prepare reports, presentations, and correspondence.

- Manage office budgets and track expenses.

- Coordinate travel arrangements and schedules for staff.

- Handle confidential information with discretion.

7. Facility Management

- Ensure the office is clean, organized, and conducive to productivity.

- Manage space planning and office layout changes.

- Implement and monitor office security measures.

Qualifications:

Education: Bachelor's degree in Business Administration, Communications, or a related field preferred.

Experience: Minimum of 5 years of experience as an executive assistant or in a similar role.

Skills:

- Excellent organizational and time-management skills.

- Strong written and verbal communication skills.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

- Ability to handle confidential information with discretion.

- Strong interpersonal skills and the ability to build relationships with stakeholders.

- Problem-solving skills and the ability to handle stressful situations.

- High level of English.

Personal Attributes:

- High level of professionalism and integrity.

- Proactive and self-motivated with a strong sense of initiative.

- Detail-oriented and able to multitask effectively.

- Flexible and adaptable to changing priorities and deadlines.

- Empathy and Understanding: Ability to relate to employees and address their needs effectively.

Working Conditions:

Hours: Full-time position with standard office hours, 5 office days. Occasional overtime may be required.