Executive Assistant & Office Coordinator

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.

Office Coordination

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.

Requirements:

Requirements

Experience

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.

Skills & Competencies

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.

Personal Qualities

We are looking for someone who embodies:

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.

Work Environment

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.