Office Manager / Administrative Assistant

Job Description

Benefits:

Life and Disability Insurances

401(k)

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

IAI North America (IAI NA) is a U.S. wholly owned subsidiary company of IAI, Ltd, Israel. Our parent company is the largest aerospace and Defense Company in Israel and has an international reputation for quality aerospace and high technology products and services. We are seeking a highly skilled, proactive Office Manager / Administrative Assistant to serve as the operational backbone of our office. This role is responsible for ensuring smooth day-to-day office operations while providing high-level administrative support to the CEO. The ideal candidate is detail-oriented and service-minded.

Key Responsibilities

Office Management Responsibilities

Oversee daily office operations to ensure a smooth, efficient, and professional work environment

Manage office vendors and service providers (facilities, cleaning, supplies, etc.)

Order and maintain office supplies

Serve as the primary point of contact for office-related questions and needs

Support company events, meetings, and employee engagement activities

Ensure office policies and procedures are followed consistently

Ensure common areas are clean, organized, and presentation ready, including conference rooms, kitchen/breakrooms, reception area and shared spaces

Monitor conference room readiness, including technology, supplies, and cleanliness

Review and process employee travel and expense reports for accuracy, completeness, and compliance with company policy

Ensure proper documentation, coding, and timely submission for reimbursement

Identify discrepancies and work with employees to resolve issues

Support ongoing improvements to expense tracking and reporting processesAdministrative Assistant Responsibilities

Provide comprehensive administrative support to the CEO

Manage CEOs calendar, meetings, and travel arrangements (domestic and international as needed)

Prepare agendas, presentations, reports, and correspondence

Handle confidential and sensitive information with the highest level of discretion

Anticipate executive needs and proactively resolve scheduling or logistical issues

Support board meetings, leadership meetings, and special projects as assigned

Prepare, review, and process detailed licenses and documentation in accordance with company and government requirementsQualifications

Required

3+ years of experience as an Office Manager, Assistant, or similar combined role

Exceptional organizational, time-management, and multitasking skills

Strong written and verbal communication skills

High level of discretion and professionalism when handling confidential information

Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams)

Ability to work independently, prioritize effectively, and adapt to changing needs

Must be a U.S. Person

Full-time