דרושים » אדמיניסטרציה » An Asian Embassy in Tel Aviv is seeking a capable and service-oriented CONSULAR OFFICER

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As a Office Manager you will: be responsible for the day-to-day management of the office and for creating a pleasant, organized, safe, and service-oriented work environment. The role serves as a central point of contact for employees, vendors, and the various departments, ensuring the efficient and continuous operation of the office and a positive employee experience.
Responsibilities
Day-to-day management and operation of the office, including office equipment and supplies, the kitchen and cafeteria, meeting rooms, reception, mail, deliveries, and courier services.
Manage recurring orders, pantry supplies, and employee amenities, ensuring the office is well stocked and organized.
Manage vendors and service providers, including obtaining quotes, negotiating pricing, managing contracts and renewals, and monitoring service quality.
Managing the office and employee well-being budgets, monitoring expenses on an ongoing basis, and ensuring that all activities remain within the approved budget.
Process purchase requisitions, invoices, and payments in coordination with Finance and Procurement departments.
Responsibility for office maintenance and handling service requests related to cleaning, electricity, air conditioning, internet, printers, office equipment, and infrastructure; coordinating technician visits and liaising with building management.
Managing, monitoring, and overseeing cleaning services, as well as supporting physical changes in the office, modifications, renovations, or relocations as needed.
Assisting in organizing company events, holiday toasts, and meals; placing weekly Happy Hour orders; and assisting with sending gifts to employees for personal occasions such as weddings, births, bereavement, and recognition of outstanding performance.
Maintaining regular contact with employees, identifying needs, and providing personal, service-oriented support, including birthday updates and communication through the designated channels.
Providing administrative support to the various departments and senior management as needed, including travel coordination, meeting preparation, and support for operational, financial, and legal processes.
Continuously reviewing work processes, identifying opportunities for improvement, and implementing solutions that enhance efficiency and the quality of the work environment.
Ensure appropriate workplace safety, emergency preparedness, and compliance requirements are addressed.
the role involves sitting at the reception desk and welcoming visitors.

Were looking for an Office Manager to join our team and take full ownership of our day-to-day office operations and employee experience.

This is a hands-on role for someone who is highly organized, proactive, and enjoys making things happen. You will manage everything from office operations, vendors, and budgets to employee lifecycle processes and company events, ensuring our Tel Aviv office runs smoothly and provides a great experience for our team.

You will work closely with the People, Finance, and Operations teams and play a key role in creating an organized, efficient, and welcoming workplace as Onyx continues to grow.

What you will do
Own the day-to-day management of the office, including supplies, employee equipment, facilities, maintenance, and general office needs.
Manage relationships with vendors, building management, the landlord, and other external service providers.
Manage and track ongoing office budgets and expenses.
Handle invoices and payments and coordinate closely with the Finance team.
Support People initiatives and take ownership of employee experience activities, including happy hours, holiday celebrations, company events, and other team activities.
Manage employee lifecycle processes, including onboarding, offboarding, birthdays, work anniversaries, and other employee milestones.
Own employee swag projects from planning and sourcing through delivery.
Identify and implement opportunities to improve office processes and the overall employee experience.
Take ownership of day-to-day operational needs across the company and ensure things get done efficiently and effectively.

We are seeking a proactive, highly organized, and discreet Personal Assistant (PA) to provide close administrative support to the CEO and VP. The role involves managing complex schedules and shifting priorities while ensuring seamless coordination of executive tasks, alongside responsibility for travel arrangements, payments, documentation, and ongoing communication in a fast-paced environment. We are looking for a reliable professional with strong judgment, a keen eye for detail, and the flexibility to work independently with senior management while maintaining strict confidentiality.

Key Responsibilities
Provide comprehensive administrative and operational support to the CEO and VP.
Manage complex calendars, including personal appointments and high-level meetings.
Track tasks and ensure consistent follow-up and alignment with ongoing priorities.
Facilitate communication and coordination between senior management and internal teams.
Handle sensitive and confidential information with the highest level of discretion.
Assist in monitoring key tasks, decisions, and ongoing initiatives.
Support ongoing operational and administrative initiatives across the leadership team.
Work full-time from the office and maintain high availability during business hours.

Description:

Serve as the welcoming face, greeting guests, managing the front desk, and providing exceptional service to employees.

Oversee daily office operations to ensure a smooth, organized, and pleasant working environment.

Plan, organize, and execute company events, holiday celebrations, and internal operational initiatives.

Bring creativity to the office atmosphere by designing and empowering employee experiences through office styling, for company special occasions and holidays.

Create an outstanding hospitality experience for team members and visiting partners.

Utilize platforms such as Canva, Excel, Monday, and other operational tools to streamline office processes and internal communications.

Provide administrative support across departments, with potential future growth into executive calendar management for our CEO.

Maintain flexibility for office opening and closing hours, including occasional late stays for event preparations.

We are looking for a highly organized and detail-oriented Intern to join our Operation & Maintenance our team.
This is a full time back office intern position focused on computer-based work, supporting the daily operations of the team, including CRM and service request management, scheduling and coordination of field activities, documentation, reporting, and administrative support for our Energy Storage System projects.
The role requires strong organizational skills, ownership, and the ability to manage multiple tasks and interfaces simultaneously while ensuring smooth operational flow behind the scenes.

Responsibilities:
1. Back Office and Administrative Support
Providing administrative support to the service team, including coordination, follow-up on open tasks, documentation, reports, and maintaining accurate records according to internal procedure.
2. Issue Routing and Follow
Identifying system alerts, routing them to the relevant internal expert, and following up to ensure issues are handled and closed in a timely manner. You do not fix technical problems; you manage the flow.
3. Scheduling & Coordination:
Managing calendars, maintenance activities, deadlines, and internal scheduling to ensure tasks are completed on time and properly coordinated.
4. Data & System Monitoring
Collecting and reviewing operational data from Energy Storage System plants, monitoring system performance, and identifying irregularities to ensure accurate documentation and follow-up.

Were looking for a highly organized, proactive, and service-oriented Office & Operations Manager to own the day-to-day workplace and operational experience in Israel.

This is a hands-on and highly visible role that combines office operations, global travel coordination, executive support, and employee experience. Youll be responsible for keeping the office running smoothly, ensuring seamless travel arrangements for employees and executives, supporting a senior leader with calendar management, and creating a professional and engaging workplace experience.

The ideal candidate is someone who is exceptionally organized, takes full ownership, knows how to manage multiple priorities, and enjoys being the person who makes things happen behind the scenes.

What You Will Own

Office & Workplace Operations

Own the day-to-day operations of Aquas Israeli office, ensuring a smooth, professional, and welcoming workplace experience
Manage office maintenance, including vendors, facilities, deliveries, supplies, and workplace services
Manage operational and office-related budgets
Identify operational needs proactively and drive solutions from start to finish
Maintain strong relationships with office vendors and service providers and ensure high-quality service
Executive Support

Provide trusted administrative support to a senior leader, including calendar management, meeting coordination, scheduling, and prioritization
Coordinate internal and external meetings and ensure smooth day-to-day communication
Handle sensitive and confidential information with a high level of discretion and professionalism
Support ad-hoc executive and operational needs as required
Travel Management

Own end-to-end travel coordination for employees and executives, including flights, hotels, ground transportation, visas, and travel logistics
Coordinate domestic and international business travel across multiple locations and time zones
Manage last-minute changes and unexpected travel challenges with speed and discretion
Work with travel agencies and external providers to ensure an efficient and cost-effective travel experience
Ensure travel arrangements follow company policies and budgets
Employee Experience & Events

Partner with HR and People teams on employee-facing initiatives, onboarding/offboarding logistics, and workplace activities
Help create a workplace experience that reflects Aquas culture and makes employees feel supported and connected
Support company-wide and leadership events from planning through execution

As a Community Associate, youll be the primary point of contact for the Community and act as the face of us! You will report to your building each day to support the Community Management team to achieve the following:
Build a welcoming and collaborative community environment amongst our members through events and building relationships between members!
Ensure that your building is fully operational and processes are running efficiently.
Drive growth and promotion of our-provided service offerings.
Take direction from the Community Lead and the Community Manager to support the Community Team and members as necessary.
All of this while illustrating our core values and working towards achieving our mission.

In this role, your responsibilities will Include, but wont be limited to:
Front Desk Management:
- Cover the front desk during the buildings set business hours and be an on-site point of contact, easily located on the member floor or at Community Bar.
- Greet members and guests with a warm and welcoming demeanor.
- Ensure all visiting guests are in accordance with our guest policy by ensuring all guests properly sign-in via Welkio iPad.
- Learn the names of members and guests with the goal of building relationships in order to facilitate the sense of our Community is known for.
- Anticipate member and guest needs before they arise using relevant information collected about members to enhance and personalize their experience.
- Ensure building Specific forms are up to date including pet forms, filming requests, bike room requests, etc.
- Keep the front desk clean and organized.
- Notify members of any food deliveries and couriers.
- Answer any questions from members and guests related to the building including way-finding, policies and procedures, community etiquette, etc.

Events and Membership Engagement:
- Provide feedback on programming types (based on member makeup) and evaluate events based on attendance, satisfaction, and impact to the appropriate event team.
- Consistently celebrate members successes and milestones through gifts and notes.
- Distribute all necessary info to promote the event including posting of weekly events posters and individual event posters.
- Ensure building-specific operational requirements are met for each event (elevators, HVAC, etc).
- Input notes into Spacestation or equivalent system about Members.
- Identify and execute opportunities to connect members with each other.
- Know and recommend local restaurants, food delivery services, catering options, team outing venues, post office, shipping center, supply store, etc.
- Be active on the company member network to engage members.
- Know and explain our policies and procedures and communicate, inform, and update members on building issues.
- Write and send broadcasts relating to building updates.

Building Operations and Management:
- Conduct morning walkthroughs to address any issues, Escalating any recurring issues to your manager and/or relevant cross-functional teams.
- Receive, process, sort, and organize all mail.
- Locate and issue post via the regional system to members upon request.
- Keep the mailroom organized and clean.
- Return to Sender for unidentified mail and former member mail after 30 days of no-pick up.
- Ensure courier parcels have all the correct details for scheduled pick-ups.
- Investigate, escalate, and resolve lost packages.

We seek a highly organized and proactive Executive Assistant to support the Co-Founders. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will be responsible for calendar management, meeting preparation and follow-ups, travel arrangements, confidential document handling, and other critical executive support tasks.

Responsibilities
Provide regular reports to the CEO and CTO, including daily task plans, project updates, and meeting follow-ups to ensure task prioritization.
Manage complex calendar scheduling, optimize time, and resolve conflicts proactively.
Plan and book international travel, including flights, hotels, ground transportation, visas, and itineraries. Be prepared to adjust plans as needed.
Assist with fundraising activities and investor relations, including preparing materials and coordinating meetings.
Prepare meeting agendas, compile information packages, and ensure executives are well-prepared.
Track and manage expenses and process reimbursements.
Planned and executed corporate events.
Attend meetings, take detailed minutes, and ensure follow-up on action items.
Serves as the primary liaison between executives, clients, and vendors, ensuring professionalism.
Proofread, edit, and format presentations, reports, and other documents.
Coordinate event logistics, including reservations, transportation, and entertainment arrangements.
Manage incoming and outgoing communication, including emails and calls.
Handle other duties as assigned by management.

As a Sales Lead you are integral to drive occupancy levels up and maximize financial occupancy, while elevating the member experience at your location. You will be in touch with your Portfolio Director on a daily basis to report on your deal pipeline and your progress toward your monthly and quarterly sales goals. You will report to your building (or multiple buildings) each day and will be responsible for ensuring we meet our occupancy and discount goals while maintaining our global standards, and make decisions accordingly as the on-site authority. You will work closely with your Community Manager and your Community Team to make sure we provide the best Member Experience while allowing our members to grow within our locations.
In addition, youll ensure we deliver on our targets for an uncompromised member experience by creating a welcoming environment for members and their guests.

In this role, your responsibilities will Include, but wont be limited to:
- Tour and sell space to new and existing members in one or more locations by articulating our value proposition.
- Identify the needs of prospective and existing members and recommend tailored solutions responsive to their needs.
- Research prospective members in your tour pipeline and develop tailored sales pitches to meet their needs, ensuring all follow-up and closing requirements are addressed.
- Refer prospective or existing members to other locations based on their specific needs in order to meet Territory sales targets.
- Develop and implement lead generation and sales conversion strategies to maintain 100% occupancy in collaboration with the Community Manager and Leasing Director..
- Train Community Associates and other Community Leads at your locations to give effective tours and sales pitches for those occasions when you are unavailable to tour.
- Prepare daily, weekly and monthly overviews of prospective members for rest of Community Team; share this information during Daily Stand Up and daily sales calls
- Assist with member engagement activities and operational projects as an integral part of the Community Team.

The Executive Assistant plays a central role in managing the CEOs day-to-day operating flow, ensuring priorities, logistics, and execution are handled with precision and reliability.

Key Responsibilities

Own and manage a highly complex and dynamic calendar, prioritizing time based on business and leadership needs
Proactively plan, protect, and optimize the CEOs time, including buffers, focus blocks, and rapid adjustments
Coordinate internal and external meetings end-to-end, including preparation, logistics, and follow-up
Plan and manage complex international and domestic travel, including itineraries, visas, and last-minute changes
Support logistics for board meetings, leadership offsites, and executive-level events
Act as a trusted point of coordination between the CEO and senior internal and external stakeholders
Handle sensitive professional and personal matters with absolute discretion and sound judgment
Operate with full ownership to reduce noise, friction, and distractions from the CEOs day-to-day work