Executive Assistant & Office Manager

About Us

The 4M story is likely one you haven’t heard before: We’re on a mission to unlock access to the world below us, doing for underground utilities what Google Maps did for roads. Our Utility AI platform provides instant, verified subsurface utility data to reduce risk, accelerate planning, and increase safety for infrastructure projects across the U.S.

We’re growing fast, with teams based in Tel Aviv, Israel, and Austin, Texas, and a customer base that now spans utility owners, state agencies, and some of the largest infrastructure stakeholders in the country.

The Opportunity

We’re looking for a highly organized, proactive, and resourceful Executive Assistant & Office Manager to support our CEO and serve as the central office and operations focal point for our U.S. team, with a primary focus on our Austin office. This role blends high-level executive support with hands-on operational leadership, creating a unique opportunity to be at the center of 4M’s growth journey.

You’ll be the trusted right hand to our CEO, managing a global schedule, sensitive information, and complex travel, while also preparing board materials, documenting decisions, and driving alignment across the company. Beyond executive support, you’ll own office management for our U.S. team, partner with HR on culture and employee experience, and ensure smooth day-to-day operations in our Austin office.

This is a fast-paced, global role, requiring someone who thrives in ambiguity, anticipates needs before they arise, and brings a high level of professionalism, flexibility, and interpersonal skills.

Responsibilities

Executive Assistant

• Manage the CEO’s complex calendar across multiple time zones, prioritizing meetings and ensuring seamless scheduling.
• Coordinate international and domestic travel logistics, including itineraries, accommodations, and expense reporting.
• Act as a gatekeeper for the CEO’s inbox, ensuring timely responses and clear communication.
• Help shape and maintain the company’s operating rhythm, supporting leadership alignment, tracking progress on key initiatives, and reinforcing a culture of accountability and operational excellence.
• Handle highly confidential information with discretion, including matters related to fundraising, M&A, and strategic initiatives.

Office Management

• Oversee day-to-day operations of the Austin office, including facilities, supplies, and vendor relationships.
• Own the onboarding experience for new US-based employees (both in Austin and remote), ensuring smooth integration into the company.
• Lead planning and execution company events across the U.S., office events, team-building activities, and culture initiatives.
• Partner closely with our Israeli-based HR team, to ensure employee engagement and satisfaction across the U.S.

Personal Support

• Support the CEO’s personal logistics including family scheduling, travel, and day-to-day coordination to ensure smooth balance between professional and personal commitments.
• Assist with personal administration such as basic financial management, vendor coordination, and ad-hoc household or lifestyle needs.

• 5+ years of relevant experience as Executive Assistant supporting a C-Level executive.
• Proven ability to manage complex schedules, travel, and confidential information.
• Strong communication and interpersonal skills, able to work across cultures and collaborate effectively.
• Experience in fast-paced, dynamic environments; startup experience is a clear advantage.
• Excellent organizational skills with a high attention to detail and ability to anticipate needs.
• Comfortable operating in a global company and aligning with Israel time zones when needed (including occasional weekend availability).
• Ability to exercise sound judgement and handle sensitive matters with professionalism.
• Proficiency with tools such as Google Workspace, Slack, and other productivity software.
• Background in project management, PMO, or operations is a strong plus.
• Experience working closely with HR teams is a plus.

Key Attributes We Value

• People-Oriented: Builds trust and fosters positive relationships across the company.
• Communication First: Clear, concise, and professional in every interaction.
• Adaptability: Thrives in a fast-paced, constantly evolving environment.
• Ownership: Takes initiative, solves problems proactively, and sees tasks through to completion.
• Global Mindset: Comfortable working across time zones and cultures.

Preferred Qualifications:

• Expertise in project and change management frameworks (PMP or CM certifications preferred).
• Consulting experience prior to entering the tech industry is a plus.

**We offer a comprehensive benefits package that includes competitive compensation, generous health coverage (with partial support for family members), 401(k) matching, flexible time off, and extended parental leave — all designed to support your well-being and growth at every stage of your journey with 4M.

Diverse Perspective

We believe that innovation thrives when diverse perspectives come together to solve complex challenges. That’s why we actively seek individuals who bring a wide range of life experiences, educational backgrounds, cultural perspectives, and work experiences. We invite you to share how your unique perspective will contribute to our team and help us drive success.