Tech and Society | Executive Assistant & Team Coordinator

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

We are hiring for an experienced Executive Assistant & Team Coordinator to join our team within the Meliore Foundation.

This role reports to the Operations and Project Manager and directly supports our Barcelona-based Executive Director, who oversees the Future of Tech Institute (FOTI) as well as other key Tech and Society initiatives at the Meliore Foundation.

About the Role

The Executive Assistant & Team Coordinator is a pivotal, dual-focused role designed to provide high-level administrative support to our Barcelona-based Director, while serving as the vital connection point for her two teams.

This is not a traditional back-office operations role. To be successful, you must be a natural relationship builder and communicator. You will be at the heart of enabling our Director to operate at her highest capacity - not only navigating competing priorities and streamlining her diary, but also helping her maintain oversight of all team activities. You will act as a trusted liaison, ensuring seamless, two-way communication between the Director and team members across both programmes.

You’ll be part of a small, highly collaborative, and mighty team working across Europe.

How you'll contribute

Executive Assistance & Director Support

• High-level calendar & inbox management: Deliver proactive support, managing complex diaries across multiple time zones with professionalism, efficiency, and discretion.
• Travel & logistics: Coordinate international travel logistics, including detailed itineraries, bookings, and preparation for speaking engagements and convenings (including drafting speaking decks).
• Financial & admin support: Track, collate, and process expense reports and manage administrative approvals (expenses, contracts, leave) on behalf of the Director.
• Meeting Coordination: Secure bookings, organise dial-ins, draft agendas, compile briefing documents, record key actions, and ensure timely follow-up on action items.
• Team liaison: Under the guidance of the Operations & Project Manager, serve as a trusted, accessible bridge between the Director and team members, facilitating smooth, open communication and ensuring no team needs fall through the cracks.
• Activity oversight: Help the Director maintain clear oversight of team priorities, programme activities, deliverables, and overall capacity across both teams.
• Engagement & feedback: Actively engage with team members to understand ongoing work, identify potential bottlenecks, and flag key updates or concerns to the Director proactively.
• Meeting & alignment coordination: Organise and facilitate cross-team meetings, alignment check-ins, and collaborative sessions to keep teams aligned with the Director’s overarching vision.
• Drive maintenance & organisation: Act as a key custodian for our central drive, ensuring consistent adherence to folder structures, naming conventions, and periodic housekeeping to facilitate effective information access.
• Team culture & events: Provide coordination and logistical support for team retreats, collaborative workshops, and internal events to foster a strong, connected team culture across a distributed network.

Our ideal candidate has

• 3+ years of relevant experience, specifically in an Executive Assistant or Team Coordinator role., ideally within a mission-driven organisation, supporting senior leadership across time zones.
• Strong organisational and time-management skills, with the ability to prioritise, manage multiple tasks simultaneously, and remain focused and adaptable to changing priorities in a fast-paced environment.
• Excellent planning skills, with the ability to take initiative and work independently with a hands‑on attitude
• Excellent written and verbal communication skills, with the ability to demonstrate professionalism, tact, and diplomacy.
• Experience managing digital file structures or knowledge management systems to maintain team organization and accessibility.
• A high degree of discretion and trustworthiness in handling sensitive information.
• Strong technical proficiency with tools such as Google Workspace, Microsoft Office, and scheduling/project management platforms.
• A team player attitude with the disposition to work generously with colleagues in a high-trust global community of peers.
• An analytical and detail-oriented mindset, with the ability to identify opportunities for improvement and propose practical solutions;
• A genuine interest in our mission and in the wider conversations around technology, regulation, and democratic resilience in Europe.
• Fluency in English is required; additional European languages are an asset.
• Flexibility to work effectively in a combination of remote and on‑site environments, with a willingness to undertake occasional travel as required.
• Based in Europe and able to work within ±2 hours of GMT.
• Be part of a remote‑first, international network of professionals working on climate, energy and nature and work with a bunch of dynamic, culturally diverse individuals who combine their passion to make a difference with a rigorous and results‑oriented approach to work.
• 6 offline days (with no calls or meetings) per year to focus on your work
• Reduced working time on Fridays during the Dry Season (summer)
• Access to our employee assistance program to support your mental health and personal development
• Supplementary paid business closure for end‑of‑year holidays
• Maternity leave matched to 20 weeks for countries where regulation allows less than that
• Enjoy regular opportunities to connect and collaborate with colleagues around the world
• A full‑time position with an employment or consultant contract, subject to location, for 12 months, with possible renewal after one year.

Location: within ±2 hours of GMT

We may be able to provide co-working spaces in some locations. Only candidates with the right to work in their location will be considered.

Contract and Benefits disclaimer

Contract type and some benefits may vary by jurisdiction. We will confirm eligibility and the applicable terms during the hiring process.

Salary / Fee:

Meliore sets compensation levels through a systematic alignment with local market data, taking into account the responsibility level of each role or the expected level of services and the skills and experience of the selected candidate. We apply a consistent, equitable, compensation policy, and provide data on our calculations and pay or fee ranges, in all locations where we operate. Our compensation practices reflect our commitment to fairness, inclusion, and accountability, and are regularly reviewed to ensure alignment with evolving market standards and organisational values.

About Meliore Foundation (FUP)

A place to thrive!

We’re an international network that values genuine diversity. We know that tackling the climate emergency will need all of society and we want our network to be reflective of the richness of that society. We are looking for people who bring their best, most professional and effective selves to work. People who are respectful, kind and have a sense of fun. If that sounds like you, we’d love to hear from you.

Your ideas, perspectives, and lived experiences are key to how you go about your work. We encourage people from historically disadvantaged or underrepresented groups to apply.

About the Meliore Foundation

Our vision is for a world where science-based facts on climate help guide the public debate. The Meliore Foundation endeavours to put just, inclusive and equitable solutions to global issues at the core of the world's political, social, environmental and economic discourse. To help achieve this vision, Meliore provides operational support and regranted funding for aligned programmes engaged in strategic communications and campaigns.