Executive Operations Coordinator

About the Role:

We are seeking a highly organized, tech-savvy, and proactive Executive Assistant / Office Manager to support our COO and executive team. This pivotal role ensures seamless daily operations, provides high-level administrative support, and manages various office and team functions. The ideal candidate thrives in a fast-paced environment, handles multiple priorities with ease, and consistently demonstrates discretion and professionalism.

Key Responsibilities:

Executive Support & Scheduling

• Provide executive-level administrative support to the COO and other C-suite members, in close collaboration with the VP of HR.
• Manage complex calendars, prioritize meetings, and coordinate scheduling across time zones.
• Arrange domestic and international travel, including flights, accommodations, and itineraries.
• Register executives for conferences and industry events.
• Assist the CEO with occasional personal tasks and arrangements.

Office & Team Operations

• Oversee day-to-day office operations and ensure a well-organized, efficient workplace.
• Manage office procurement and vendor relationships, including contracts and supply inventory.
• Organize internal team events, celebrations, and initiatives that promote a positive work culture.
• Track and coordinate team birthdays and milestones for timely recognition.

Executive & Network Relationship Management

• Maintain and update key contact lists for the CEO and other executives.
• Track important dates (birthdays, milestones) for strategic partners and network contacts; manage gifts and greetings accordingly.

Event & Meeting Coordination

• Plan and execute internal events, offsites, workshops, and team gatherings.
• Support HR with employee engagement initiatives and company-wide communications.
• Prepare meeting agendas, take notes, and ensure timely follow-up on action items.

Application & IT Management

• Track company software usage, application expenses, and maintain records.
• Coordinate with IT vendors on open issues, equipment inventory, and task follow-ups.
• Manage outsourced IT providers to ensure operational continuity.

Requirements:

• Experience: Minimum 5 years in executive assistance, office management, or related administrative roles.
• Skills: Excellent organizational, problem-solving, and multitasking abilities.
• Technical Proficiency: Strong command of Microsoft Office, Google Workspace, and office productivity tools.
• Languages: Fluency in both Hebrew and English (spoken and written).
• Personality: Proactive, professional, and highly detail-oriented with strong interpersonal skills.
• Collaboration: Ability to work closely with multiple stakeholders, primarily under the COO, and in collaboration with the VP of HR and executive leadership.