דרושים » אדמיניסטרציה » Executive Assistant & Office Coordinator -עוזר /ת אישי /ת ואופרציה

OurCrowd is a global investment platform connecting accredited investors and institutions with vetted, early-stage startups and venture funds. We're looking for a highly organized, discreet, and proactive Executive Assistant to support our CEO and another C-suite executive. This role sits at the center of executive day-to-day operations managing complex, fast-moving calendars across time zones, coordinating investment committee meetings, and handling sensitive financial and administrative matters with accuracy and confidentiality. You'll work closely with senior management and the Investments team, acting as a trusted gatekeeper and operational right hand. Strong judgment, attention to detail, and the ability to juggle multiple priorities under time pressure are essential.
Why Join Us? This is a front-row seat to the world of venture investing. You'll work alongside senior leadership at a company that's actively evaluating and investing in some of the most exciting early-stage startups and technologies globally gaining exposure to how investment decisions get made at the highest level, rarely visible from an EA seat. Beyond the access and pace, you'll be joining a supportive, collaborative team that values your judgment and invests in your growth.
What We're Looking For
* A proactive, get-it-done mindset with strong ownership and follow-through.
* Positive, professional, and calm under pressure.
* Excellent interpersonal skills and the ability to build relationships at all levels.
* Resourceful, detail-oriented, and able to anticipate needs.
* Sound judgment and adaptability in a fast-paced, ever-changing environment.
* A collaborative team player with a no-ego attitude.
OurCrowd is headquartered in Jerusalem and has an office in Tel Aviv. This role requires 3 days a week in-office with a requirement to be in the Jerusalem office at least once a week

Responsibilities:

* Manage and triage two executive email inboxes, calendars, scheduling, and travel arrangements
* Ensure timely responses and follow-through on signature and approval processes
* Coordinate recurring leadership meetings across offices, including agendas, reminders, and follow-ups
* Schedule and help coordinate senior governance meetings, such as board and committee sessions
* Support cross-border administrative and banking processes as needed
* Prepare expense reports and process travel reimbursements
* Coordinate scheduling, minutes, approvals for investment-related committees and follow-up on action items
* Build decks and materials for executive and board-level meetings
* Support governance-related administrative changes and documentation

Interview Process:

* Phone interview with Senior HR Manager
* Take-home task
* In-person interview with CEO
* In-person interview with Director of HR
* Reference checks

We seek an experienced Executive Assistant to support directors based in Tel Aviv, operating across multiple time zones. The ideal candidate should possess exceptional communication skills and be capable of collaborating closely with the broader team and cross-functional departments. Your responsibilities will include managing meeting schedules and leading and overseeing internal projects. The ideal candidate must be well-organized, exhibit strong time management skills, and demonstrate proactive decision-making abilities even in the absence of extensive guidance.
Responsibilities:
Manage the executives calendar, scheduling appointments and prioritizing sensitive matters
Draft and edit emails, memos, and other communications on behalf of the executive
Prepare regular reports
Arrange and coordinate travel
Welcome and support visitors
Maintain knowledge of office management systems and procedures
Take ownership of work and its impact on company success
Apply strong critical thinking and problem-solving skills
Collaborate effectively as part of a team
Manage time effectively across competing priorities
Communicate clearly and professionally across all levels of the organization
Maintain flexible working hours to accommodate the executives schedule, with minimal disruption to other responsibilities

We are seeking a highly organized, proactive, and professional Executive Administrator to provide comprehensive administrative and coordination support to the CEO, CFO, and VP Strategy & Executive PMO. This role requires exceptional multitasking skills, strong judgment, attention to detail, discretion, and the ability to manage priorities in a dynamic, fast-paced environment.
Key Responsibilities
Executive Administration & Leadership Support Responsibilities
Executive Support: Provide high-level, confidential administrative support to the CEO, CFO, other Executive Leaders, and the VP Strategy & Executive PMO.
Calendar Management: Expertly manage complex calendars, prioritize conflicting demands, and schedule meetings (internal and external) with meticulous attention to detail.
Expense Management: Prepare and process expense reports and invoices, ensuring compliance with company policies.
Project Coordination: Assist with special projects and initiatives on behalf of the Executive Team.
Travel Coordination: Arrange and manage all aspects of executive travel - accommodation, visas, and detailed itineraries (excluding flights) in alignment with the global travel manager.
Administrative support in the finance unit - Lead the coordination and preparation of leadership meetings, including developing agendas, collecting materials, and verifying attendance. Track and follow up on action items and deliverables from management and cross-functional meetings, ensuring timely progress and accountability. Support in the planning and execution of unit events.
Executive Meetings & Events: Coordinate, organize, and support the execution of Executive Leadership meetings, management forums, conferences, offsites, and other corporate events, including logistics, materials, participant communication, and follow-up activities.
Strategy & PMO Support: Provide administrative and coordination support to the VP Strategy & Executive PMO, including meeting coordination, preparation of materials, and follow-up on strategic initiatives and cross-functional projects.
Marketing & PR Coordination: Collaborate with Marketing and Corporate Communications/PR teams regarding conferences, external events, and executive engagements involving the CEO and CFO, supporting logistics, schedules, and communication materials as required.

We built a platform that builds businesses. From launching and managing to growing a business, we are the all-in-one solution that empowers any business owner. Our platform services over 40 million small businesses. Our Guidance Engine assesses each new business introduced to our platform and devises a tailored plan that allows you to manage all your business needs from a single dashboard Through our business-building platform, were turning the process of starting, managing, and growing a business into a better experience and simplifying the business journey. We believe in more than just handing you another tool; we are dedicated to teaching you the art of building a business.
What the Role Includes Sole ownership of the CEOs calendar - managing and prioritizing the CEOs calendar while considering all relevant factors, including priorities, meeting participants, locations, time zones, travel time, and the changing business needs. Board meeting coordination and execution - full ownership of Board meeting logistics, including working with Board members and key stakeholders, scheduling, invitations, logistics, and all related arrangements. Travel management - managing the CEOs business travel, including flights, hotels, transportation, and related logistics, while ensuring everything is aligned with his schedule and needs. Leadership Team meeting management - responsibility for coordinating Leadership Team meetings and ensuring the calendar is structured and managed effectively around the teams priorities. Supporting the CEOs personal needs - assisting with personal and logistical needs to ensure the CEO can operate smoothly and remain focused on his day-to-day responsibilities and business priorities. Internal and external coordination - working closely with leadership team members, employees, Board members, investors, partners, and other external stakeholders to ensure smooth and effective communication and coordination. C -Level support - support C -level executives with calendar management and meeting coordination as needed. Assist with international business travel arrangements and related logistics.

We're looking for a sharp, proactive, and highly organized Executive Assistant to cover a maternity leave position, starting September 1st. You'll work directly and closely with our CEO, serving as the operational backbone of his day-to-day and ensuring everything runs smoothly - from his calendar to company-wide logistics.
This is a hands-on role that requires someone who's always one step ahead, thrives in a fast-paced environment, and brings a true "get it done" attitude.
What You'll Be Doing:
Calendar & Schedule Management - Own and manage the CEO's calendar end-to-end using Google Calendar; proactively plan ahead, anticipate conflicts, and ensure every day is structured for maximum impact
Executive Preparation - Work closely with leadership to ensure the CEO and relevant stakeholders are fully briefed and prepared ahead of upcoming meetings and key milestones
Board & Recurring Meetings - Coordinate board meetings and recurring leadership syncs, managing logistics, invites, materials, and follow-ups
Cross-Functional Projects - Partner with team leads on company-wide initiatives driven by the CEO, helping track progress and keep things moving
Meeting Intelligence - Manage meeting summary tools, extract action items, and ensure accountability across teams
Travel, Fleet & Expenses - Manage end-to-end travel coordination for the CEO and company employees, oversee company vehicle logistics, and handle the CEO's expense reporting and reimbursements

This position works from our Tel Aviv office in the Nutrition Division.
Our nutrition business develops science-based nutrition products for people of all ages, from helping babies and children grow, to keeping adult bodies strong and active. Millions of people around the world count on our leading brands to help get the nutrients they need to live their healthiest life.

What Youll Do
You'll be the Affiliate administrative assistant and receptionist at Abbott Tel Aviv office, responsible for office maintenance, purchase orders and invoices and support welfare activities.

It is a temporary full-time role, replacement for maternity leave, working in the office.

CORE JOB RESPONSIBILITIES
Staffing position all day long 8:00-17:00, 5 days per week at the office.
Responsible for office maintenance and is liaison with Atidim parking, cleaning, etc.
Answering incoming calls, transferring them or taking messages as needed.
Manage calendar of main management members as defined based on need.
Initiate Purchase Orders and invoices in SAP system for several business divisions.
Working with courier companies, sending and receiving mail and packages according to employees and business needs, distribute incoming mail and other delivers and organize outgoing post including courier posts/ shipments.
Welcome vendors and other guests, providing service and coordination among visitors and employees and keep visitor records align with company policies and procedures.
Maintaining a clean and orderly lobby and workspace.
Order office supply and food, order and prepare refreshments for office and meetings as needed.
Welfare activities - together with the business and Human Resources - initiate, support and execute activities and events, manages suppliers.
Coordinate guests visits from abroad according to need.
Responsible for filing contracts with external vendors.
Support ad-hoc projects as required by the business.
GENERAL RESPONSIBILITY
To comply with the companys policies and procedures to meet statutory, quality and business requirements within the overall strategy and objectives Abbott Israel.

ACCOUNTABILITY
Interacts with all employees at all levels, directs callers or visitors to appropriate individuals or resources within the organization. Often acts as a liaison between Facility Maintenance and both internal and external customers.

You'll be the Affiliate administrative assistant and receptionist Tel Aviv office, responsible for office maintenance, purchase orders and invoices and support welfare activities.

It is a temporary full-time role, replacement for maternity leave, working in the office.

CORE JOB RESPONSIBILITIES

Staffing position all day long 8:00-17:00, 5 days per week at the office.
Responsible for office maintenance and is liaison with Atidim parking, cleaning, etc.
Answering incoming calls, transferring them or taking messages as needed.
Manage calendar of main management members as defined based on need.
Initiate Purchase Orders and invoices in SAP system for several business divisions.
Working with courier companies, sending and receiving mail and packages according to employees and business needs, distribute incoming mail and other delivers and organize outgoing post including courier posts/ shipments.
Welcome vendors and other guests, providing service and coordination among visitors and employees and keep visitor records align with company policies and procedures.
Maintaining a clean and orderly lobby and workspace.
Order office supply and food, order and prepare refreshments for office and meetings as needed.
Welfare activities - together with the business and Human Resources - initiate, support and execute activities and events, manages suppliers.
Coordinate guests visits from abroad according to need.
Responsible for filing contracts with external vendors.
Support ad-hoc projects as required by the business.