Executive Assistant

1 week ago

Tel Aviv, Tel Aviv, Israel Utila Full time

About Us

At Utila, you'll help build the modern, enterprise-grade platform that powers digital asset operations for more than 200 global institutions. Our technology secures $15B+ in monthly transaction volume and has protected over $100B to date,  and we're growing fast, backed by $50M in funding and a rapidly expanding customer base.

We work on mission-critical systems that demand innovation, precision, and deep technical expertise. If you're excited by complex challenges, want to work with exceptionally strong teammates, and are looking to make a real impact on the future of financial technology, you'll feel right at home here.

Join us, and help build something big.

About the Role

We are looking for a highly organized, proactive, and resourceful Executive Assistant & Office Manager to join our team. This hybrid role combines responsibility for the smooth day-to-day operation of the office with direct administrative support to the CEO. The ideal candidate is someone who thrives in a dynamic environment, enjoys multitasking, and takes ownership of a wide range of operational and executive tasks.

Responsibilities

Executive Support

  • Act as the primary point of contact for internal and external administrative issues on behalf of the CEO.
  • Provide high-level administrative assistance to the CEO, including complex calendar management, meeting coordination, and travel scheduling.
  • Assist with preparation of documents, presentations, and reports.
  • Support the CEO in day-to-day administrative tasks, follow-ups, and special projects.
  • Maintain confidentiality and handle sensitive information with discretion and professionalism.
  • Responsible for administrative handling of invoices, expense tracking, and financial reports on behalf of the CEO.

Office Management & Administration

  • Oversee daily office operations to ensure a well-organized and efficient work environment.
  • Manage relationships with vendors, suppliers, cleaning services, and IT support.
  • Handle office supplies, equipment, and logistics, including ordering, maintenance, and coordination with service providers.
  • Process invoices, manage expense tracking, and support basic financial administration.
  • Support the coordination and execution of weekly team gatherings and office social activities.
  • Coordinate travel arrangements for employees, including flights, accommodations, and ground transportation.
  • Manage the company's travel and expense system (such as Mesh), including employee reimbursements and invoice processing.
  • Resolve day-to-day operational issues quickly and efficiently.
Requirements
  • 1-2+ years of experience in office management, administration, or executive support roles.
  • Strong organizational skills and attention to detail.
  • Excellent communication and interpersonal abilities.
  • Proficiency in MS Office and familiarity with office and travel management systems.
  • High level of English – spoken and written.
  • Ability to work independently and handle multiple priorities in a fast-paced environment.
Preferred Qualifications
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Why This Role?
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Why Join Us?
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What We Offer?
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