Executive Assistant & Team Coordinator — Tech & Society

Meliore Foundation; Belgique; Hybride; EUR 40 000 - 60 000; Plein temps

Avantages offerts par ce poste

Employee assistance program

End-of-year closure pay

Maternity leave

Résumé du poste

Meliore Foundation is seeking an experienced Executive Assistant & Team Coordinator to support the Barcelona-based Director and bridge two European teams. You will manage calendars, travel, expenses, and meetings, acting as a trusted liaison to ensure seamless two-way communication and aligned priorities.

You will play a central role in organising a remote-first, international team across Europe, maintaining information access, and contributing to a collaborative culture.

Qualifications

• 3+ years of experience in an Executive Assistant or Team Coordinator role, ideally in a mission-driven organisation.
• Strong organisational and time-management skills, able to prioritise multiple tasks across time zones.
• Excellent planning, initiative, and ability to work independently with a hands-on attitude.
• Excellent written and verbal communication, professionalism, tact and diplomacy.
• Experience managing digital file structures or knowledge management systems for team organisation.
• Discretion and trustworthiness in handling sensitive information.
• Technical proficiency with Google Workspace, Microsoft Office, and scheduling/project management platforms.
• Team player with ability to collaborate across a global network.
• Analytical and detail-oriented mindset, identifying improvement opportunities and proposing solutions.
• Genuine interest in the mission and broader tech/regulation/democratic resilience debates in Europe.
• Fluency in English; additional European languages are a plus.
• Willingness to work in a remote-first, international context with travel as needed.
• Based in Europe and within ±2 hours of GMT.
• Commitment to a diverse, inclusive, and collaborative work environment.
• 6 offline days per year and reduced Fridays in Dry Season are offered.

Responsabilités

• High-level calendar and inbox management across multiple time zones with discretion.
• Coordinate international travel logistics and detailed itineraries for engagements.
• Track, collate, and process expense reports and administrative approvals for the Director.
• Manage meeting bookings, agendas, briefing documents, and follow-up on actions.
• Serve as a trusted liaison between the Director and two teams to ensure open communication.
• Help maintain oversight of team priorities, programmes, deliverables, and capacity.
• Engage with team members to identify bottlenecks and plan improvements.
• Organise cross-team meetings and alignment sessions to keep teams aligned with the Director’s vision.
• Maintain central drive folder structure and naming conventions for effective information access.
• Support team retreats, workshops, and events to foster a connected culture across Europe.

Connaissances

Executive support

Calendar management

Communication

Time management

Relationship building

Discretion

Multitasking

Outils

Google Workspace

Microsoft Office

Scheduling tools

Description du poste

Meliore Foundation is seeking an experienced Executive Assistant & Team Coordinator to support the Barcelona-based Director and bridge two European teams. You will manage calendars, travel, expenses, and meetings, acting as a trusted liaison to ensure seamless two-way communication and aligned priorities.

You will play a central role in organising a remote-first, international team across Europe, maintaining information access, and contributing to a collaborative culture.