Operations Associate

Company Description

Awz Ventures is a Canadian-Israeli multi-stage, venture capital firm investing in commercial applications of innovative AI-based, deep-tech, fintech, cyber security, and intelligence technologies–managing over $500M across five funds with investments in over 35 companies to date.

Awz management and advisors include successful venture capital professionals, former directors of Israeli and global security and intelligence agencies, and industry experts from its portfolio companies’ targeted sectors.

With offices in Toronto, NY and Tel Aviv, Awz actively assists its portfolio companies with business development guidance, as well as facilitating introductions to clients, integrators, resellers, and strategic partners.

Job Summary

The Operations Associate is responsible for the general coordination of all MP Office activities, supporting Awz’s Managing Partner, who splits his time equally between the Toronto and Tel Aviv offices. The OA will be responsible for providing comprehensive support to the MP. This will include working remotely with the Tel Aviv/Toronto offices (in different time zones). This dynamic position requires the ability to anticipate needs, think fast and critically, and offer solutions to problems with a high level of professionalism, confidentiality and discretion.

This role will require the individual to complete a broad variety of operational and organizational tasks that facilitate the MP's ability to effectively lead the organization across all of Awz’s diverse verticals of activity. It requires big picture understanding, agile thinking, and a detailed oriented, organized individual with strong computer and interpersonal skills, who is flexible enough to assume a variety of responsibilities as needed.

Key Responsibilities

1.   Schedule and Email Coordination:

• Efficiently manage the MP's schedule in both Israel and Canada, ensuring effective time management and coordination of appointments and meetings.
• Management of MP and MP Office email inboxes
• Assist in supervising and organizing the MP's emails, prioritizing and sorting emails into categories, sharing information with required internal parties, and distributing incoming communications and tasks to responsible parties.

2.      Meeting and Visit Support

·      Responsible for coordinating the preparation and follow up for all meetings and visits.

·      Checking with the MP which individuals should be present at each meeting.

·      Responsible for coordinating meetings and their operation with relevant parties including Zoom, meeting rooms, parking, and refreshments.

·      Coordinating the preparation of background information for the meeting, (e.g., participant bios).

·      Ensure the most relevant and up-to-date documents are physically printed and on MP’s desk prior to meetings (emails, memos, MOUs, etc.)

·      Preparation and adjusting presentation decks in PowerPoint according to the relevant Awz templates.

·      Document all meetings, take notes, assess key follow up steps, and distribute relevant information and action items to the appropriate Awz colleagues.

·      Ensure seamless coordination and organization of visits with all relevant internal contacts within the office as well as external contacts.

3.      Task and Reporting Management

·      Track and follow up on ongoing internal and external missions and events, ensuring timely completion of tasks and deliverables.

·      Organization and tracking of all tasks between the MP and Awz’s partners and employees including coordination and prioritization of tasks with MP.

·      Responsible for the coordination of status reports by all partners and senior management to the MP, utilizing tools and systems to monitor progress and ensure timely completion of missions

4.      Administrative Assistance

Provide assistance to the MP as needed, maintaining confidentiality and professionalism at all times, supporting the MP’s well-being.

·      Coordinate the Managing Partner's logistics and travel arrangements

·      Booking flights with travel agents and airline companies

·      Booking hotel stays and arranging transportation for duration of trip.

·      Responsible for restaurant reservations, food and flower orders.

·      Expense Tracking – Monitoring all expenses incurred by the MP for reimbursement, tracking logistics and travel purchases, credits, refunds, etc., utilizing tools and systems to ensure accuracy and visibility for finance team.

Qualifications

·   At least 3 years of proven experience working in a similar role with executives at the hi-tech industry

·  A bachelor’s degree in business, finance, marketing, or a related field. A master’s degree in business administration (MBA) or finance is an advantage  

·    Critical thinker with a proactive approach

·    Ability to multi-task and work under pressure in a fast-paced environment

·    Detail-conscious while maintaining a high degree of accuracy

·    Strong communication skills are critical. The ability to effectively and simply communicate complex technology, financial, and investment concepts to a variety of audiences     

·    Experience using MS Office products with advanced knowledge of PowerPoint, Word, and Excel

·    Excellent organizational and prioritization skills with a demonstrated ability to manage multiple tasks while working within strict timelines

·    Excellent analytical, problem recognition, and creative problem-solving skills with a proven ability to take initiative and embrace challenges

·    High assertiveness

·    “24/6” availability

· Excellent verbal and writing English skills

The Operations Associate’s primary role is to enable efficient use of the Managing Partner’s time by collecting and analyzing information, and coordinating task management and completion. The OA further assists with special projects, attends and summarizes meetings, follows up on action items, while ensuring all information is prepared for meetings with staff and third parties.