Office Manager & Executive Assistant

Description

Who We Are

Ubeya is the workforce management platform behind some of the world’s biggest moments. From Wembley Stadium to Wimbledon, Emirates to Johan Cruyff Arena, when tens of thousands of people show up, Ubeya makes sure everything runs smoothly behind the scenes. We’re a fast-growing B2B2C SaaS company helping global enterprises and staffing agencies plan, manage, and pay large, dynamic workforces with ease.

Ubeya, huh? The name is inspired by the Japanese concept of the “Great Room,” a space where people come together to solve problems and tackle urgent matters. Collaboration and efficiency are at the heart of everything we do.

The Role

You’ll be the heart of our office, a trusted partner to our founders, and a driving force behind our employee experience. It’s a hands-on role with a wide scope, for someone who sees the big picture, cares about the details, and loves making things happen for the people around them.

Requirements

• 3+ years of experience as an Office Manager, Executive Assistant, or in a similar role, ideally in a tech company or startup.
• Experience supporting C-level executives or working in a fast-scaling company.
• Experience managing vendor contracts and working within a budget.
• A tech-savvy mindset: comfortable with modern digital tools and eager to make work more agile, efficient, and automated.
• Excellent organizational, multitasking, and time-management skills, with strong attention to detail.
• Creativity and initiative, with the ability to turn ideas into execution.
• Strong interpersonal and communication skills, with a service-oriented, can-do approach.
• Reliability, discretion, and sound judgment.
• Fluent Hebrew and English, written and spoken.

Work Scope & Location

• Full-time.
• On-site, 5 days a week, Tel Aviv.

Responsibilities

Office Management

• Own day-to-day office operations end-to-end, serving as the first point of contact for employees’ needs and welcoming guests and visitors.
• Manage vendor relationships and service providers, including cleaning, catering, maintenance, and building management, while negotiating terms and monitoring service quality.
• Manage supplies, inventory, and equipment, ensuring the office is always clean, well-stocked, and professional.
• Coordinate employee onboarding and offboarding logistics, including workstations and equipment, in collaboration with IT.
• Handle office-related administration, including invoices, receipts, and expense tracking, in coordination with Finance.
• Manage workspace logistics, such as seating arrangements, meeting rooms, and safety and compliance requirements.
• Identify gaps and recurring needs, and proactively drive improvements to office processes and efficiency.

Personal Assistant to the Founders

• Serve as a strategic partner to our CEO and CTO, building a close working relationship based on trust and clear communication.
• Manage calendars and meetings, with a clear understanding of context and priorities.
• Coordinate and maintain relationships with investors, candidates, and other key stakeholders.
• Arrange travel and logistics as needed.
• Anticipate needs and think ahead, keeping the bigger picture in view.
• Handle confidential matters with complete discretion.

Employee Experience

• Plan and produce employee events and projects within the welfare budget, from happy hours and holiday celebrations to birthdays and team activities, and maintain a full events calendar.
• Own events and projects from idea to execution, including vendors, logistics, and on-the-day operations.
• Champion the employee’s perspective and contribute to a positive, engaging workplace culture.