Administrative Coordinator - 3524

A leading scientific organization in Rehovot is seeking an Administrative Coordinator

Responsibilities:

• Day-to-day management of the departmental secretariat office, including answering phones, managing the meeting calendar, and more.
• Organizing departmental seminars and events.
• Coordinating visits and hosting departmental guests and candidates: scheduling, refreshments, meals, accommodations, reimbursements, etc.
• Onboarding and assisting new employees and students in the department.
• Ongoing administrative work with various departments within the institute.
• Handling submissions and paperwork for candidates, hourly employees, consultants, status updates, start/end notices, etc.
• Guiding and assisting students, consultants, employees, and scientists on various matters such as travel forms and more.
• Drafting and distributing announcements in English, including through the Groups2Mail system.
• Managing local and international purchases and shipments, including invoice approvals.
• Processing expense reimbursements and petty cash management.
• Ordering internal services from various departments within the institute, such as graphic design, printing, transportation, etc.
• Responsibility for and management of various projects as assigned by the department head and administrative manager.

Requirements:

• Bachelor's degree – required.
• Native-level English, with excellent writing and verbal communication skills – required.
• Full proficiency in Hebrew, including excellent writing and verbal communication – required.
• At least 5 years of experience in administrative work – required.
• High sense of responsibility, initiative, and attention to detail.
• Excellent interpersonal and customer service skills.
• Strong organizational skills and ability to work independently and as part of a team.
• Ability to lead processes and advance projects.
• Self-learning capabilities.
• Ability to work under pressure.
• Willingness and ability to learn and teach new methods and techniques.
• Proficiency in Microsoft Office and other computerized systems.