Executive Assistant, Team Coordinator

Jobtailor; Barcelona; Híbrido; EUR 35.000 - 60.000; Jornada completa

Descripción de la vacante

Jobtailor seeks an experienced Executive Assistant/Team Coordinator to support the Barcelona-based Director across Europe. You will manage calendars, travel logistics, expense processes, and cross-team communications to keep the Director at peak performance.

This role requires English fluency, discretion, and a proactive, collaborative approach in a fast-paced, mission-driven environment. Hybrid work with occasional travel within Europe is expected.

Formación

• 3+ years of relevant experience 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 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 a strong sense of 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.
• 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
• Only candidates with the right to work in their location will be considered

Responsabilidades

• Provide high-level administrative support to the Barcelona-based Director.
• Manage complex calendars and inboxes across multiple time zones.
• Coordinate international travel logistics, detailed itineraries, bookings, speaking engagements, and convenings.
• Draft speaking decks and prepare materials for engagements.
• Track, collate, and process expense reports.
• Manage administrative approvals for expenses, contracts, and leave on behalf of the Director.
• Coordinate meetings, including bookings, dial-ins, agendas, briefing documents, action recording, and follow-up.
• Serve as a trusted bridge between the Director and TBIP and FOTI team members.
• Help maintain oversight of team priorities, programme activities, deliverables, and capacity across both teams.
• Engage with team members to identify bottlenecks and proactively flag updates or concerns.
• Organise and facilitate cross-team meetings, alignment check-ins, and collaborative sessions.
• Maintain the central drive, including folder structures, naming conventions, and periodic housekeeping.
• Coordinate logistics for team retreats, collaborative workshops, and internal events.
• Support the Director’s ability to operate at her highest capacity within a small, collaborative team working across Europe

Conocimientos

Calendar Management

Travel Coordination

Expense Reporting

Digital File Management

Project Management

Time Management

Organizational Skills

Discretion and Trustworthiness

Initiative Taking

Adaptability

Tact and Diplomacy

Fluent English

Herramientas

Google Workspace

Microsoft Office

Scheduling Platforms

Knowledge Management Systems

Project Management Tools

Descripción del empleo

• Provide high-level administrative support to the Barcelona-based Director


• Manage complex calendars and inboxes across multiple time zones


• Coordinate international travel logistics, detailed itineraries, bookings, speaking engagements, and convenings


• Draft speaking decks and prepare materials for engagements


• Track, collate, and process expense reports


• Manage administrative approvals for expenses, contracts, and leave on behalf of the Director


• Coordinate meetings, including bookings, dial-ins, agendas, briefing documents, action recording, and follow-up


• Serve as a trusted bridge between the Director and TBIP and FOTI team members


• Help maintain oversight of team priorities, programme activities, deliverables, and capacity across both teams


• Engage with team members to identify bottlenecks and proactively flag updates or concerns


• Organise and facilitate cross-team meetings, alignment check-ins, and collaborative sessions


• Maintain the central drive, including folder structures, naming conventions, and periodic housekeeping


• Coordinate logistics for team retreats, collaborative workshops, and internal events


• Support the Director’s ability to operate at her highest capacity within a small, collaborative team working across Europe

Requirements

• 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 a strong sense of 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 TBIP & FOTI’s 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


• Only candidates with the right to work in their location will be considered

Core Competencies

Demonstrates strong organizational and time-management skills, with a proven ability to support senior leadership in a fast-paced, mission-driven environment. Proficient in managing complex calendars, coordinating international travel, and maintaining digital file structures to enhance team collaboration and efficiency.

Highest-signal resume keywords

• Executive Assistant Experience


• Calendar Management


• Travel Coordination


• Google Workspace Proficiency


• Excellent Communication Skills

ATS Optimization Keywords

Hard Skills

• Calendar Management


• Travel Coordination


• Expense Reporting


• Digital File Management


• Project Management


• Detail-Oriented Analysis


• Initiative Taking


• Task Prioritization


• Organizational Skills


• Time Management

Soft Skills

• Team Player Attitude


• Professionalism


• Tact and Diplomacy


• Adaptability


• Discretion and Trustworthiness

Industry Keywords

• Mission-Driven Organization


• Cross-Team Collaboration


• Global Community Engagement


• Democratic Resilience


• Technology Regulation

Tools & Technologies

• Google Workspace


• Microsoft Office


• Scheduling Platforms


• Knowledge Management Systems


• Project Management Tools