דרושים » אדמיניסטרציה » Administrative Assistant

We are looking for a highly organized and proactive individual to join our dynamic team as an Office Manager. This is a multifaceted role that combines administrative, organizational, and welfare responsibilities, supporting both office operations and the Founders day-to-day needs.

Key Responsibilities:
Personal Assistant to CTO: Manage the CTO calendar, schedule meetings, and ensure that all appointments are prioritized and efficiently handled.
Assist with travel arrangements, including booking flights, accommodations, and itineraries.
Office Manager:
Oversee day-to-day office operations, ensuring a smooth and efficient work environment.
Manage office supplies, equipment, and ensure the office is well-maintained.
Assist in planning and coordinating company events, meetings, and other activities.

We are seeking a Personal Assistant to join our dynamic team. This role combines providing assistance to the CEO and support to the Board of Directors. The ideal candidate will have exceptional organizational skills and the ability to manage sensitive information with the utmost confidentiality.

This role offers a unique opportunity to join a fast-growing tech company, gain valuable experience in corporate governance practices, enhance organizational skills, and gain insights into the strategic decision-making process

Joining the team means being part of an elite group of innovators with a passion for creating future-defining and groundbreaking technologies that shape our everyday lives.

Responsibilities:
Efficiently manage the CEO's complex schedule, including meetings, conferences, and travel arrangements.
Maintain a schedule of board and committee meetings, ensuring all members are informed, prepared, and aligned.
Record and maintain accurate minutes of meetings, ensuring timely communication and implementation of decisions.
Handle personal tasks and responsibilities for the CEO, managing appointments with discretion and confidentiality.
Organize and safeguard confidential data and information with the highest integrity.
Coordinate high-profile events ensuring smooth execution.

A world-leading material science company, focused on the research, development, manufacturing, and marketing of vision and light control technologies that support safe, sustainable, comfortable, and agile user experiences across various industries. We are seeking a highly organized and proactive Front Office Administrator to join our team and provide essential administrative and operational support to the company. Joining the Gauzy team means being part of an elite group of innovators with a passion for creating future-defining and groundbreaking technologies that shape our everyday lives.
Responsibilities:

* Provide ongoing administrative and operational support.
* Manage office reception, including welcoming guests and candidates.
* Oversee calendar management and coordinate meetings.
* Organize meeting rooms and manage room schedules.
* Answer, screen, and forward incoming phone calls.
* Manage office supplies and ensure availability.
* Handle document filing, including supporting the accounting department.
* Arrange taxis and couriers as needed.
* Support managers during business trips abroad, including coordinating with travel agents, booking tickets, handling travel documents, and assisting with expense reports.

We are seeking a highly organized and proactive Receptionist to join our HR team and provide essential administrative and operational support to the company.

Joining the team means being part of an elite group of innovators with a passion for creating future-defining and groundbreaking technologies that shape our everyday lives.

Responsibilities:
Provide ongoing administrative and operational support.
Manage office reception, including welcoming guests and candidates.
Oversee calendar management and coordinate meetings.
Organize meeting rooms and manage room schedules.
Answer, screen, and forward incoming phone calls.
Manage office supplies and ensure availability.
Handle document filing, including supporting the accounting department.
Arrange taxis and couriers as needed.
Support managers during business trips abroad, including coordinating with travel agents, booking tickets, handling travel documents, and assisting with expense reports.

We are looking for an Office Manager to become an integral part of our company, ensuring smooth and effective operations.

If you are a people person, can handle multiple tasks efficiently, is well-organized, and has a positive, can-do mindset, youll be an ideal candidate for this role.



Responsibilities:

Provide executive administrative support to the company management level; manage the calendars, reply to scheduling emails, arrange the office for important meetings.
Full ownership of the front desk activities. Greet, assist, and direct interviewers, visitors, and employees.
Provide general support to our as needed.
Ownership of all aspects related to our day-to-day office operations such as: supply management, delivery and vendor handling, welcoming guests and maintaining our kitchen and snacks.
Serve as the primary point of contact for internal and external stakeholders, providing excellent customer service.
Handle all aspects of company welfare, projects, team events, and gifts (with guidance of the Employee Experience Manager).
Work closely with the finance department with various finance processes, such as procurement procedures and invoices.
Maintain a comfortable and positive workplace atmosphere for all employees and ensure the office work environment is kept organized to a high standard.

About Mindspace Founded in 2014, Mindspace is a leading flexible workspace provider with an expanding footprint in Europe, Israel and the US. Our design-led office spaces and on-demand offerings such as meeting rooms, event spaces and daily offices provide the ideal solution for enterprise companies, startups, small businesses and entrepreneurs adapting to today’s fast-evolving hybrid work environment. Mindspace is considered a lifestyle brand that has been bringing hospitality into the world of work, always putting service and experience first. A profitable operator, Mindspace has over 15.000 members in more than 40 prime locations spread across cities such as San Francisco, New York, Miami, London, Berlin, Frankfurt, Amsterdam, Tel Aviv, Warsaw, Bucharest, and more. Why you’ll love working at Mindspace? Mindspace is a place where employees can thrive and further develop their skill set in an inspiring and nurturing environment: great vibe, employee wellbeing, diverse community, boutique design. You’ll work with some of the best people in the industry, who love what they do. You’ll be part of a global company with deep respect and understanding for the local culture of each of its markets. Our growth is intrinsically connected to that of our employees, and as a Mindspace employee, you’ll be presented with long term career opportunities, globally. Who is the ideal Mindspacer? You’re a team player. You take pride in what you do and have a mindset of “I’m all in” when you do it. You know when to take action and how to take the areas of your responsibility to the next level - excellence is the name of the game. You know how to ‘read the room’ and understand the professional environment you’re in. About the position This full-time position is based in Israel, reporting directly to the Regional Operations Lead. You will be overseeing all operational aspects of our sites in Israel. You will wear multiple hats and lead multiple functions, including maintenance, facilities, health & safety, and security. Responsibilities
* Management & oversight of the building systems maintenance and building cleaning of Mindspace sites in Israel
* Drive processes and standards to ensure compliance with local, state, and local regulations, accreditation, and regulatory agencies
* Manage and track preventive and corrective maintenance programs including but not limited to equipment and facilities
* Negotiate terms with large facilities services providers, professionals, and contractors. Managing and maintaining the relationship with them, and making sure deliverables are executed at a satisfactory quality level and on time.
* Drive the strategy for effective planning and scheduling of critical maintenance to achieve timely completion of work and minimal disruption to business operations.
* continuously evaluate facilities process inefficiencies and recommend improvement measures
* Oversee construction projects and new openings in Israel
* Conduct periodic quality checks to ensure that operations policies and procedures are practiced and current
* Play a key role in providing feedback to development on issues that prevent facilities from operating effectively
* Be the first point of contact for large facility maintenance emergencies
* Be the point of contact with the landlords and for making sure that we comply with all regulations and contracts
* Create maintenance protocols to ensure smooth activity of all related issues.
* Handle building security, access control, CCTV, security companies, etc.
* Support, coordinate, and interact seamlessly with different teams, such as the sales team & community team

We are looking for a Facilities Manager to join us at our Tel Aviv offices.
WHAT YOULL DO
Manage and oversee the day-to-day functioning of the two Tel Aviv offices, including coordinating with the cleaning team, ensuring the aesthetics of office spaces and meeting rooms.
Establish and maintain high standards for operational processes, ensuring efficient use of resources, cost management, and proactive problem-solving.
Managing orders for office supplies, equipment, and other essentials necessary for daily office operations.
Working with maintenance for various tasks such as repairs, routine maintenance, dealing with construction issues, etc.
Handling payments, invoicing, office expenses, and reports efficiently.
Manage parking permits and payments.
Build and maintain strong relationships with vendors.
Coordinating with cross-organization departments on office-related matters.

As an Operations Manager, you will play a significant role in supporting and developing processes at Bank esh IL, from the initial stages of building and outlining processes to execution. Your work will enable our Bank to grow efficiently and methodically, achieving its targets and objectives.

Responsibilities:
Assist the Head of Operations in executing tasks, processes, decisions, and plans within esh Bank IL.
Take full ownership of the end-to-end procurement process, including supplier agreements (professional, commercial, and contractual aspects) with an emphasis on regulatory compliance.
Lead operational tasks at the Banks headquarters.
Write, implement, and audit relevant procedures.
Monitor work plans and budgets.
Support the bank's operational systems and address operational requirements.
Develop and maintain an annual operational work plan, track progress, and provide regular updates to management.
Manage all equipment and property.
Manage cross-organizational and banking projects, providing solutions, removing roadblocks, creating Project Gantt charts, and summarizing meetings.
Manage project timelines, considering pre-planning, execution, and bank routines.
Work effectively with multiple interfaces.
Prioritize and manage multiple tasks efficiently in a fast-paced environment.
Writing business requirements for product characterization.

a rapidly growing medical technology company revolutionizing hematology and cell morphology analysis. Our mission is to facilitate quicker, earlier detection and diagnosis of blood-related diseases, ultimately leading to improved patient outcomes. At Labs, every team member plays a crucial role in our life-saving mission.

About our technology
has developed a groundbreaking digital imaging platform utilizing innovative computational photography and clinical-grade AI. This platform automatically analyzes blood samples at the highest resolution available and delivers results within minutes. Our Full-Field Peripheral Blood Smear Application has received FDA clearance, and our technology is currently in commercial use across hospitals and labs in the US, Europe, and Israel.

What youll be doing
We are seeking a skilled Projece Manager & Jira Administrator to manage and enhance our Jira environment. Your primary responsibilities will include version-release documentation and implementing and maintaining Jira changes. This role requires close collaboration with the QMS team and will involve periods of intense activity, particularly during version releases from R&D.

Your responsibilities will include:
Maintaining, configuring, and administering Jira across multiple projects
Creating all version release documentation for all company released products
Reviewing and optimizing Jira queries (JQL) and scripts (ScriptRunner add-on)
Developing and managing Word export templates from Jira
Working with the Structure add-on to enhance project organization and reporting
Engaging with Jira support and community to troubleshoot and improve functionality
Assisting with integrations and collaboration tools such as Monday.com and Smartsheet
Providing support during peak release periods, ensuring documentation is updated and Jira configurations align with R&D and QMS requirements
This is a part-time job, requiring approximately 20 hours per week