Executive Assistant & Office Manager (Tel Aviv)

Executive Assistant &Office Manager (Tel Aviv)

Overview

We are seeking a highly organized, proactive, and professional Executive Assistant &;Office Manager to be the operational backbone of our Tel Aviv office and provide comprehensive administrative support to the Executive Leadership. This dual role requires exceptional multitasking skills, strong problem-solving abilities, and a commitment to maintaining a professional, efficient, and welcoming office environment

Key Responsibilities

• Executive Assistant Responsibilities
• Executive Support: Provide high-level, confidential administrative support to the CEO, CFO, and other Executive Leaders
• Calendar Management: Expertly manage complex calendars, prioritize conflicting demands, and schedule meetings (internal and external) with meticulous attention to detail.
• Expense Management: Prepare and process expense reports and invoices, ensuring compliance with company policies.
• Project Coordination: Assist with special projects and initiatives on behalf of the Executive Team.
• Travel Coordination: Arrange and manage all aspects of executive travel - accommodation, visas, and detailed itineraries (excluding flights) in alignment with the global travel manager.

Administrative support in the finance unit- Lead the coordination and preparation of leadership meetings, including developing agendas, collecting materials, and verifying attendance. Track and follow up on action items and deliverables from management and cross-functional meetings, ensuring timely progress and accountability. support in the planning and execution of unit events.

• Office Management Responsibilities
• Office Operations: Oversee all daily office operations in the Tel Aviv branch, ensuring a smooth, efficient, and professional work environment.
• Reception oversees & Hospitality: Ensure a welcoming environment, sit at the reception, welcome and guide guests, help employees, and the site activities.
• Event Planning: Coordinate and organize internal company events in the office in alignment with the site's administrators' team.
• Facilities & Vendors: Manage vendor relationships (e.g., cleaning, catering, maintenance), oversee office maintenance and repairs, and serve as the main liaison with the building management.
• Inventory & Supplies: Manage and maintain inventory of all office and kitchen supplies, ensuring proper stock levels and efficient purchasing within budget.
• Budget Management: Monitor and track the office operations budget and expenses.

Onboarding & HR Support: Assist with the administrative aspects of new employee onboarding (e.g., preparing workstations, access cards, systems setup coordination).

• Qualifications & Skills
• Experience in both Office Manager and Executive Assistant roles, preferably in a fast-paced environment.
• Native-level Hebrew and Fluent English (both written and spoken) are essential, and Spanish will be an advantage.
• High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational and time management skills with meticulous attention to detail.
• Demonstrated ability to handle sensitive and confidential information with the utmost discretion and professionalism.
• Strong interpersonal skills with a high ability for teamwork and collegiality with colleagues as well as managers and external stakeholders.
• Proactive, can-do attitude, resourceful, and a self-starter who can anticipate needs and solve problems independently.

Willingness to work from the company offices in Givatayim (near Arlozorov train station) at least 4 days a week (8:00-17:00 Flexibility in hours and after-hours telephone support is required.