Executive Assistant & Office Coordinator

Description

About the Role

The Executive Assistant & Office Coordinator is a hybrid position designed to support Okoora’s CEO and strengthen the operational environment around executive management. This role combines high-level executive assistance with coordination of day-to-day office operations, ensuring seamless workflow, organizational clarity, and a stable, efficient working atmosphere.

This is a central, high-impact position that requires exceptional organizational ability, strong communication skills, and the maturity to operate in a fast-paced, high-performance environment.

Key Responsibilities

Executive Support

• Full ownership of the CEO’s complex calendar, prioritization, and scheduling.
• Gatekeeping and managing incoming requests, ensuring the CEO’s focus and time are protected.
• Preparation and coordination of meetings, including room setup, materials, and guest hosting.
• Coordination of business travel: flights, accommodation, ground transportation, itineraries.
• Monitoring follow-ups and ensuring action items are completed by relevant parties.
• Managing communication flow on behalf of the CEO when required.
• Providing day-to-day logistical and administrative support.
  
  

• Serving as the main point of contact at the office reception area.
• Greeting guests, candidates, partners, and visitors in a professional manner.
• Coordinating meeting rooms, ensuring availability and readiness.
• Providing administrative support to the Office Operations Manager when needed.
• Assisting with light purchasing, office supplies, and logistics.
• Ensuring order, structure, and a smooth daily operational rhythm across the office.
  
  

• 3–7 years of experience as an Executive Assistant to a CEO or senior executive.
• Proven experience managing complex calendars and international scheduling.
• Experience supporting executives in a fast-paced, high-growth or tech environment.
• Strong written and verbal communication skills in English and Hebrew.
• Experience coordinating travel, meetings, and executive-level logistics.
  
  

• Exceptional organizational and multitasking abilities.
• High level of professionalism, discretion, and confidentiality.
• Ability to remain calm, focused, and effective under pressure.
• Strong interpersonal skills and the ability to communicate with all levels of the organization.
• Proactive mindset with the ability to anticipate needs and solve problems independently.
• Service-oriented attitude combined with confident boundary-setting.
  
  

• Composure and emotional maturity – calm, balanced, and reliable.
• High execution discipline – attention to detail, follow-through, and zero missed steps.
• Strong presence – assertive yet warm, professional, and approachable.
• Discretion and trustworthiness – works closely with sensitive information.
• Sharp situational awareness – understands priorities, urgency, and context quickly.
• Team player – collaborative, supportive, and aligned with company values.
  
  

• Full-time, on-site role at Okoora’s headquarters.
• Requires high availability and responsiveness.
• Position is located at the office reception area, adjacent to the CEO’s office.