Office Manager & PA

Description

Upstream delivers a cloud-based, AI-powered behavioral intelligence platform for physical AI and smart mobility. Upstream empowers customers with advanced AI-driven cybersecurity solutions, including detection and response (XDR), AI Security, quality and operational intelligence, cyber threat intel, SOC services, and more.

We’re looking for a highly organized, proactive, and service-oriented Office Manager & PA to own the day-to-day workplace and operational experience at Upstream’s Israel office.

The ideal candidate is an experienced office manager who takes full ownership, manages multiple priorities with confidence, and enjoys being the person who makes things happen behind the scenes.

This role is responsible for creating a smooth, professional, and welcoming workplace experience while driving office operations, facilities, vendor relationships, executive support, and travel coordination from start to finish.

The Office Manager & PA will report directly to Upstream’s VP HR. This is a full-time, on-site position, 5 days a week, based at our Herzliya office.

Responsibilities

Office & Workplace Operations

• Own the day-to-day operations of Upstream’s Israel office, ensuring a smooth, professional, and welcoming workplace experience for employees and guests.
• Manage office maintenance and workplace services, including vendors, facilities, cleaning, deliveries, supplies, kitchen operations, parking, and other day-to-day office needs.
• Serve as the main point of contact with building management and coordinate all building-related services, maintenance, access, and operational matters.
• Oversee facilities inspections, preventive maintenance, and required compliance checks, including fire safety systems, sprinklers, air-conditioning systems, and other office infrastructure.
• Manage operational and office-related budgets, purchasing, and ongoing expenses.
• Identify operational needs proactively and drive practical solutions from start to finish.
• Build and maintain strong relationships with office vendors and service providers, ensuring reliable, high-quality service.

Executive & Travel Support

• Provide high-level support to the CEO, including calendar coordination, meetings, and day-to-day administrative support.
• Own end-to-end travel coordination for employees and executives, including flights, hotels, ground transportation, visas, and travel logistics.
• Handle last-minute changes and unexpected travel challenges with speed, discretion, and a solution-oriented approach.
• Ensure travel arrangements are aligned with company policies and budgets.

People & Employee Experience

• Support HR with employee onboarding, welfare initiatives, company events, and other employee experience activities.
• Ensure a professional and welcoming experience for visitors, guests, and employees.

Requirements

• At least 5 years of experience in a similar Office Manager, Workplace Operations, or Office & Operations role, preferably in the high-tech industry and/or startup companies.
• Availability for a full-time, on-site position, 5 days a week, from the Herzliya office.
• Exceptional organizational skills, strong ownership, high attention to detail, and the ability to manage multiple priorities independently.
• Proactive, service-oriented, and hands-on approach, with strong interpersonal and communication skills.
• Strong problem-solving skills and the ability to identify needs, make sound decisions, and drive tasks through to completion.
• Comfortable working with digital tools, workplace systems, and modern business applications, with the ability to learn new tools quickly.
• Excellent spoken and written Hebrew and English, with a high level of discretion and professionalism.

Upstream is an equal opportunity employer. All candidates for employment will be considered without regard to race, color, religion, sex, national origin, physical or mental disability, veteran status, or any other basis protected by applicable federal, state or local law.