דרושים » אדמיניסטרציה » Administrative Assistant - Temporary position

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.

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.

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 need a strategic, process-driven Personal Assistant to the CEO to optimize executive time, streamline operational workflows, and keep our growth engine running at peak efficiency. Dating is broken. Together, we're fixing it. Based in the heart of Tel Aviv, we're a dynamic startup with big dreams and an even bigger mission. Following a successful launch, we are gearing up for a massive U.S. expansion. In this key role, you won't just manage a calendar; you will act as the CEO's right hand - removing operational friction, driving process improvements, and ensuring strategic execution across the organization.
What You'll Do:
Executive Force Multiplication: Own and optimize the CEO's schedule, protecting priority focus time, managing shifting trade-offs, and ensuring every day yields maximum leverage.
Process & Workflow Optimization: Audit executive and cross-team workflows, build streamlined systems, and leverage modern automation to eliminate bottlenecks and accelerate execution.
Tracking & Follow-Through: Attend key strategic discussions, capture action items, and proactively follow up across departments to ensure executive decisions are executed smoothly.
Logistics & Preparation: Plan complex domestic and international travel end-to-end, prepare meeting briefs, and ensure the CEO is fully equipped for every high-stakes interaction.
AI & Tech Integration: Continuously experiment with and deploy AI tools to automate documentation, calendar orchestration, research, communications, and decision tracking.

As Israel Administration Lead, you will help create a well-organized, welcoming, and positive workplace. You will manage the daily running of the Tel-Aviv office, support employees and guests, and help make sure office processes work smoothly.

This position is based in Israel and follows a hybrid model, requiring 3 days per week in the Tel-Aviv office.

What You'll Do:

Coordinate the daily operations of the office and make sure administrative processes run smoothly.
Manage office supplies, equipment, resources, and inventory, ensuring everything needed for daily work is available.
Coordinate with building management, vendors, and service providers on office maintenance, repairs, safety, and improvements
Partner with the PC team to support employee onboarding and help new joiners have a positive first experience.
Coordinate onboarding logistics, including workspace readiness, access, and first-day support.
Support budget preparation, track office expenses, and monitor office-related spending.
Help maintain a clean, safe, and comfortable office environment.
Plan and coordinate in-house and off-site activities, including office events, team gatherings, and employee experience initiatives.
Welcome guests and visitors, ensuring they have a professional and friendly experience.
Manage travel arrangements, including flights, hotels, and related logistics.
Suggest and implement simple improvements that support employee experience, engagement, and office culture.

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

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.

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 actively seeking a talented, highly organized, and proactive Office & Welfare Manager to join our dynamic team.
The ideal candidate will bring a 'can-do' approach and possess the capability to effectively manage multiple priorities in a fast-paced environment.
As our Office & Welfare Manager, you will play a pivotal role in overseeing the day-to-day operational activities of the company, managing relationships with service providers, and ensuring the smooth running of the office, kitchen, and maintenance vendors.
You will also play an important role in supporting employee experience initiatives, working closely with HR and managers to create a workplace where employees feel supported, connected, and engaged.
What youll do:
Manage day-to-day office operations, including overseeing office inventory, groceries, supplies, and maintenance (cleaning, parking, deliveries, etc.).
Act as the primary contact for TLV employees, Coordinate closely with managers and employees on various office-related duties, including maintenance, mailing, shipping, and office equipment.
Maintain regular communication with the accounting department, handling invoices, billings, and expenses.
Collaborate with HR and managers to plan and organize employee experience events, such as team-building days, events, and gifts.
Manage onboarding and off boarding processes and schedules.
Support space planning and team moves and set ups within offices.
This is a full-time on-site position at our TLV office.

Required Associate Workplace Coordinator, Tel Aviv
The Workplace Coordinator plans, coordinates, and leads all HQ office operations and communicates to all stakeholders effectively. As the point person for the HQ office, success in this position requires balancing the competing needs of internal teams and external visitors. This involves a high level of employee and visitor interaction. The ideal candidate will possess the technical acumen to communicate effectively with internal team members
מה תעשו
Planning & Coordination:
Lead the planning, implementation, and follow up of all office tasks and projects
Partner with recruitment and leadership team on recruitment assessment day and onboarding day plans
Coordinate planning and setup of recruitment assessment days, onboarding days and any special meetings with all involved stakeholders
Identify local teams needs for office tools, and provide appropriate support
Take inventory and order supplies for office as necessary
Coordinate with IT department on all office equipment
Operational Excellence & Processes:
Play an active role in achieving a consistent employee and visitor experience
Serve as liaison to, and work cross-functionally with all Israel based team
Provide general support to visitors
Ensure office efficiency is maintained by carrying out continuous improvement of processes, tools and training
Ensure the implementation of our standards is met
Manage the vehicle loaner fleet at the location
Run Office supplies and Pantry supplies program for Israel locations
Office Experience
Partner with all employees at your location to deliver an exceptional daily experience for our employees and visitors
Coordinate office preparation, including meeting support
Build relationships and manage daily communications related to office-based employees
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
Maintain a safe, secure, and pleasant work environment
Perform additional responsibilities as assigned to meet business needs.