Executive Secretary

The Executive Secretary provides comprehensive administrative and secretarial support to senior management and employees at the Tel Aviv office.

The role includes full calendar management for the CFO, Legal Counsel, and Commercial Director, as well as general office administration and maintenance. The position requires a high level of organization, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Front desk and receptionist duties, including handling incoming calls and welcoming external guests.

• Full-time on-site availability, Sunday–Thursday, 9:00–17:00.

• Organizing, scheduling, and coordinating meetings and appointments.

• Managing complex calendars for senior management.

• Coordinating flights and hotel accommodation for company employees.

• Providing full administrative support to all office employees.

• Ongoing administrative support, including:

• Filing, scanning, printing, and document management.

• Monitoring invoice processing and payment approvals

• Updating organizational charts and structures upon request from Legal Counsel.

• Assisting with corporate documentation and reports (e.g., Registrar of Companies).

• Availability to support urgent matters outside office hours, if required (occasionally).

• Responsibility for office supplies, mail handling, invoices, parking cards, petty cash, and general office logistics.

• Preparing meeting rooms for meetings, including refreshments as needed.

• Managing food orders (group lunches and kitchen supplies).

• Serving as a backup to the PA during absences.

• Assisting the housekeeper as needed.

Qualifications

• At least 8 years of experience in an administrative role, including calendar management.

• High proficiency in computer applications (Microsoft Word, Excel, Outlook, etc.).

• Fluent English (written and spoken).

• High reliability and discretion.

• Strong organizational and time-management skills.

• Excellent interpersonal and communication skills.

• Ability to work under pressure and manage multiple tasks simultaneously.

• Proactive, independent, and service-oriented approach.