Executive Assistant

Job Description:

We’re looking for a highly responsible, organized and experienced Executive Assistant (EA) to support several executives at Aidoc. This is a high-impact, high-trust role that requires someone who thrives in a fast-paced environment, and knows how to get things done with professionalism, attention to details, discretion, independence, urgency and care.

Main role and responsibilities:

Calendar Management & Scheduling Foresight:

• Manage complex, multi-time-zone calendars, prioritizing meetings with key stakeholders and proactively identifying and resolving scheduling conflicts. Provide practical solutions to maintain alignment and minimize disruptions, while serving as a trusted gatekeeper to ensure seamless daily operations.
• Act as a strong gatekeeper for executive calendars — proactively resolving conflicts, managing double-bookings, and ensuring meetings are scheduled with the professionalism that reflects the company’s values (Calendar invites should have clear, typo-free titles and descriptions, and reflect sensitivity to availability and priorities).

Meeting Preparation (e.g. R&D Forum, R&D Leads Forum):

• Support forums and meetings by assisting with preparation and follow-up activities.
• This includes gathering and consolidating updates, reviewing agenda for clarity and importance, tracking completion of presentation materials, receiving inputs from stakeholders in advance (e.g. HRBP), documenting key takeaways and action items and ensuring follow-through on next steps.

Travel Management: Coordinate flights, accommodations and itineraries.

Drive and Support Cross-Functional R&D Initiatives: Ensuring initiatives are driven to high quality completion with internal stakeholders and stepping in where additional bandwidth is needed.

Examples include:

• Internal mailing lists: ensure the department’s group-specific mailing lists are created, functional, and maintained.
• R&D onboarding plan: gather materials from stakeholders and ensure the final plan reflects the company’s values with attention to detail (e.g. no broken links).

Aesthetic Design: Create high-quality presentations and documents with a strong focus on visual clarity, design consistency, and effective communication.

Confidential Support: Handle sensitive information with maturity, integrity, and the highest degree of confidentiality.

Requirements:

• 4+ years of experience as an Executive Assistant, ideally in a startup and supporting fast paced leaders.
• Proven ability to support multiple senior leaders in a fast-paced, dynamic environment with professionalism, composure and adaptability.
• Fluent in English and Hebrew - excellent written and verbal communication skills.
• Tech savvy - proficient in Google Workspace (Calendar, Docs, Sheets, Slides) and other tools such as monday.com, Slack, Zoom, Teams, ChatGPT etc.
• A sharp eye for detail, strong organizational skills, and the ability to anticipate needs.
• Learning mindset - receptive to feedback, looking to learn from mistakes, and demonstrates strong learning agility.
• Eager to understand the organizational/business context.
• Demonstrated maturity, judgment, and reliability - you’re someone leaders can lean on with confidence.