דרושים » אדמיניסטרציה » Office Administrator, Israel

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 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.

part of the Optimax Eyewear grouphas rapidly grown into a leading direct-to-consumer online eyewear retailer in the U.S. With the largest selection of styles and brands, we make it easy for everyone to find their perfect pair. Our mission is to enrich lives by offering eyewear tailored to individual needs, style preferences, and budgets.
Through innovative technology and AI-driven solutions, reshaping the eyewear industry and delivering a seamless, personalized shopping experience. We ensure quality, affordability, and efficiency by controlling the full supply chainfrom product design and manufacturing to optical lens production and digital experience.

Our Administrative & HR department is looking for a talented, proactive, and warm Administrative, Welfare & Personal Assistant to the CEO to join our growing team.
Responsibilities & Scope of Role Administrative & Welfare:
Addressing all administrative and reception needs of the company
Phone and front-desk service
Managing office supplies, kitchens, food services, cleaning, and maintenance while maintaining budget control
Documentation of Admin and Welfare expenses
Assisting the Payroll Controller with the employee attendance system
Supporting onboarding of new employees
Managing meeting room calendars and preparing for meetings and visitors
Working with Finance on invoices, expenses, and travel reimbursements
Assisting with the planning and execution of internal events and team welfare activities

Personal Assistant to CEO:
Providing direct administrative support to the CEO, including calendar and meeting management
Coordinating internal and external meetings, travel arrangements, and special tasks
Handling confidential information with discretion
Managing communications and follow-ups on behalf of the CEO
Supporting personal tasks and errands when required

We are looking for a highly organized, proactive, and dynamic Office and Executive Assistant with a minimum of 2 years of professional experience to support our leadership team and oversee the efficient operation of our office. The ideal candidate will have experience in a SaaS startup or similarly high-paced environment, and be exceptionally tech-savvy.
This role requires a detail-oriented individual who can effectively manage executive-level administrative tasks, coordinate office operations and vendor relationships, and support wellness and culture initiatives.
Responsibilities
Executive Support
Provide comprehensive administrative support to executives, including calendar management, meeting scheduling, travel arrangements, expense reporting and PA tasks.
Organize and prioritize incoming correspondence, calls, and requests, ensuring timely responses.
Handle confidential information with discretion and professionalism.
Office Coordination & Supplier Management
Interface with suppliers, vendors, and service providers for office maintenance issues and repairs, equipment, supplies, and improvements.
Monitor inventory levels of office supplies and replenish as necessary.
Support the planning and coordination of small-scale wellness or appreciation initiatives as needed and provide occasional support for internal engagement efforts, such as assisting with team activities or office gatherings.
Help foster a positive and inclusive office atmosphere through day-to-day collaboration and attentiveness to team needs.

The PA will provide administrative and operational support to the Legal & Compliance department and personal assistance to the Chief Legal & Compliance Officer (CLO).

Responsibilities
Manage sensitive matters with a high level of confidentiality and discretion
Sustain a daily calendar of meetings and events, including scheduling f2f and virtual meetings with multiple internal & external participants and booking conference rooms
Organize complex calendars and schedules, resolving any scheduling issues
Arrange travel and accommodations for the department. Prepare expense reports
Support budget management and control, inc. purchase orders
Coordinate and prepare internal reports within the department and to management
Prepare presentations Welcome guests from abroad arriving to CLO office
Lead and coordinate various projects within the department and with others
Arrange and coordinate all departments social activities and events (offsite meetings, holiday toasts, birthdays, volunteering, etc.)

A pioneering tech startup thats challenging the pharmaceutical industry with the worlds first inhaler capable of delivering a precise dose of medical cannabis.
Our mission is to improve patients lives by transforming cannabis and other botanicals into mainstream medicines.
Were looking for an experienced, super-organized and proactive Office Manager (Temp.) to join our HR team for a full-time, on-site position at our Jaffa office.
In this role, youll take charge of keeping the office running smoothly, supporting our team, and making sure nothing falls between the cracks.
If youve got experience, energy, and a get-things-done mindset we want to hear from you.

Key Responsibilities
Act as the main point of contact for employees administrative questions and needs.
Support internal and external meeting arrangements as needed (conference rooms, refreshments, and meeting coordination).
Coordinate end-to-end business travel (flights, hotels, meeting rooms, car rentals, mobile phone plans, etc.)
Provide scheduling and general support for the CEO and C-level executives.
Manage office vendors and service providers (food, cleaning, office supplies, Cibus, parking, etc.).
Oversee the office supplies budget, handle invoices, and prepare expense reports.
Support the HR team with attendance tracking, onboarding/offboarding processes, and welfare activities as needed.
The position is temporary for 6 months

We are a dedicated and versatile team, involved in every aspect of day-to-day operations, collaborating seamlessly with various departments to ensure efficiency and productivity.

In this role you will
Take full ownership of our CEO calendar including scheduling of meetings with participants around the globe.
Prepare and meticulously organize essential documentation required for meetings.
Compose confidential and sensitive correspondences, reports, and other communications.
Plan travel & book flights - plan and coordinate travel arrangements, including booking international flights and accommodation.
Preparation and submission of expense reports as well as purchase requests.
Collaborate with global stakeholders - there is flexible availability aligned with US working hours.
Assist with project-related tasks as needed, collaborating with cross-functional teams to meet deadlines and objectives.
Supervise and coordinate special events.

As a CTC, you will provide administrative and technical support to the Project Team. Support audit readiness by ensuring files are reviewed according to the schedule detailed in the organization's SOP and department guidance document. Provide administrative support for site activation activities. Aid the development of the critical path for site activation within assigned projects in support of rapid site activations.

A day in the Life:
According to the specific role (Central or Local), coordinates, oversees and completes functions on assigned trial(s) activities as detailed on the task matrix.
Performs department, Internal, Country and Investigator file reviews as assigned, and documents findings in appropriate system(s).
Ensures allocated tasks are performed on time, within budget and to a high-quality standard. Proactively communicates any risks to project leads.
Provides system support (i.e., Activate & eTMF) and ensures system databases are always current.
Performs administrative tasks on assigned trials, including, but not limited to, timely processing of documents sent to Client (e)TMF as assigned, performing (e)TMF reviews, distributing mass mailings and communications as needed, providing documents and reports to internal team members.
Analyzes and reconciles study metrics and findings reports. Assists with clarification and resolution of findings related to site documentation.
Assists with coordination, compilation and distribution of Investigator Site File (ISF) and Pharmacy binder materials and non-clinical study supplies to sites.
Assists with study-specific translation materials and translation QC upon request.
Maintains knowledge of and understands SOPs, client SOPs/directives, and current regulatory guidelines as applicable to services provided.
Where applicable, conducts on-site feasibility visits (APAC only).
May support scheduling of client and/or internal meetings.
May review and track of local regulatory documents.
May provide system support (i.e., Activate & eTMF).
May support RBM activities.

A leading omnichannel marketing platform that leverages advanced AI and machine learning to deliver intelligent solutions based on data with performance media, enabling smarter decision-making, increased efficiency, and maximized returns - Revenue enabler for businesses around the world. Its partners include Google, Meta, Amazon, and Microsoft and more. ~$7 billion in ad spending is managed on the platform every year.
Established in 2006, Were 700 employees strong. We work hybrid with a great home/ office work mix.

What will you do?
As a part of the Operations team, the Office Coordinator will work under the direct supervision of the Operations Manager.
This position requires a proactive and detail-oriented individual whos passionate about people, processes, and creating an engaging work environment. The ideal candidate will be a team player with excellent organizational, out of the box thinking, and excellent communication skills.
Full time position - Availability to work onsite between 09:00 17:00, Sunday to Thursday.

What will you be doing?
Staff the front desk, coordinate and oversee daily office operations, ensuring a well-organized and efficient workplace.
Responsible for managing all aspects of refreshments.
Support office and facilities maintenance (building maintenance, cleaning, parking).
Support ad hoc and ongoing projects on all relevant admin aspects.
Assist with executing activities, events, Happy hours, Meetups, and cultural initiatives.
Act as a point of contact for employees, addressing their needs and concerns in a timely and supportive manner.
Assist in managing the companys social media accounts (Facebook, Instagram, Glassdoor), including content creation, posting, and engagement.
Foster a positive and inclusive work environment by promoting company values and encouraging collaboration.

Were looking for a highly organized and proactive Executive Assistant to support our CTPO during a one-year maternity leave cover. This is a unique opportunity to take on a central role in supporting a key executive at a pivotal time of growth. You'll help ensure that day-to-day operations run smoothly and that the CTPO can focus on driving the company forward.
You are resourceful, detail-oriented, and thrive in a fast-paced, dynamic environment. You're able to juggle multiple priorities, work independently, and handle a mix of professional and personal support responsibilities with discretion and care.
Responsibilities:
Manage and coordinate the CTPOs dynamic daily calendar
Coordinate key company events (e.g. tech leadership offsites, team sessions)
Provide high-level administrative support, including meeting preparation, follow-ups, and documentation
Arrange complex travel logistics: flights, accommodations, transportation, and dining
Handle personal logistics (e.g. scheduling babysitters, appointments, managing deliveries, and other errands)
Coordinate meetings across global time zones including calendar invites, securing rooms, arranging catering, and managing follow-ups

We are looking for a Workplace Services Admin.
As a Workplace Administration, you will be the face of daily life at our office in Israel. You will hold a variety of responsibilities, such as providing consistent operational support and creating the best service experience for our guests, partners, and employees. You will create and maintain a pleasant work environment, ensuring high levels of organizational and execution effectiveness.
Core Responsibilities:
Facilities management: making sure our Workplace environment is well maintained.
Ensure high levels of operational services are delivered and met with our KPIs standards.
Responsible for ongoing office operation services.
Assist with coordinating and producing company events and employee experience initiatives.
Responsible for operational monthly reports.
Maintaining company service App and portal.
Working closely with service providers.