Admin Associate

CBRE Jaffa, Israel

Posted 4 hours ago Permanent Competitive

Admin Associate

Key Responsibilities:
Calendar Management & Daily Operations

Manage a complex and dynamic calendar (including customer, partner, and international meetings)
Coordinate 1:1 meetings with managers and employees (subject to approval)
Schedule meetings with global stakeholders and senior leadership
Coordinate QBRs (Israel, Enterprise, Channel) including full logistics
Manage invitations for shared events (e.g., FRS viewing sessions)
Prioritize tasks and ensure smooth day-to-day flow

Leadership Meetings & Documentation

Attend weekly leadership meetings (Sundays)
Take minutes and distribute summaries to relevant stakeholders
Track action items and follow up on execution
Plan and execute large-scale meetings (QBRs, Hackathons) end-to-end

Stakeholder & Cross-Functional Coordination

Work closely with team leaders and department managers
Act as a POC between leadership and internal/external stakeholders
Coordinate with global leadership teams (e.g., Adrian and team)

Approvals & Process Management

Consolidate and route requests for VP approval
Monitor status of tasks, decisions, and communications
Maintain documentation and ensure proper communication flow

Budget & Administrative Management

Manage budgets for events, employee welfare, and holiday gifts
Work with vendors and handle purchase orders
Process expenses (Concur, P-Card, business trips)
Handle operational payments (e.g., parking approvals)

Events, Offsites & Production

Lead All Hands events (bi-annual) including content, logistics, and suppliers
Organize leadership offsites (typically annual)
Coordinate visits from international guests
Manage sales-related events (QBRs, Hackathons, team events)

Training Coordination

Coordinate weekly training sessions
Collect topics from managers and align with presenters
Manage invites, reminders, and on-site logistics

Travel Management

Plan and coordinate business travel (flights, hotels, agenda)
Work with travel vendors (e.g., Amex)
Prepare materials and ensure readiness

Internal Communication & Employee Experience

Manage internal communications (email, WhatsApp, office screens)
Oversee employee milestones (birthdays, life events)
Lead employee engagement and welfare programs

Effective and accurate calendar management Leadership and satisfaction
Budget adherence
High-quality meeting summaries
Strong internal communication and engagement
Successful execution of events and initiatives

Job ID 281856

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