Meliore Foundation

Executive Assistant, Civic Bridge & Persuasion

Meliore Foundation

full-time

Posted on:

Location Type: Remote

Location: Anywhere in Europe

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About the role

  • Deliver high-level executive support, including proactive calendar and inbox management across multiple time zones with professionalism, efficiency, and discretion.
  • Coordinate international travel logistics, including itineraries, bookings, and preparation for speaking engagements and convenings.
  • Track, collate, and process expense reports on behalf of the Directors.
  • Track expenditures in line with project budgets.
  • Acting as the central point of contact for team members and external partners on day-to-day operational questions and processes.
  • Coordinating with the Grants & Contracts and Finance teams to organise contracts, invoices, and grants with suppliers and partners and ensure payments are processed appropriately;
  • Support recruitment efforts by assisting with scheduling, onboarding logistics, and coordination with the P&C team.
  • Maintain and optimise team internal systems for file and document storage.
  • Support fundraising processes including impact tracking and regular funder updates, proposal writing, developing programmatic case studies, and preparing funder reports.
  • Maintain a high-level overview of internal team objectives, activities, deadlines, and project progress across workstreams. Facilitate weekly project check-ins, follow up on outputs, and ensure timely delivery, collaboration, and information-sharing.
  • Plan and organise team-wide activities including the annual retreat, coworking days, and strategy meetings.
  • *Any other duties to be assigned from time to time*

Requirements

  • Strong track record in operations and/or project management, preferably in a fast-paced, multi-stakeholder environment.
  • Strong organisational and coordination skills, with the ability to manage multiple priorities, track details, and ensure follow-through across a wide range of operational and project tasks.
  • A proactive, solutions-oriented mindset, able to take initiative, anticipate needs, and adapt in a dynamic environment.
  • Experience coordinating and executing events, workshops, or collaborative processes, both in-person and virtually.
  • A genuine interest in democracy, media and political campaigns.
  • The disposition to work generously with colleagues in a high-trust global community of peers.
  • Versatility and adaptability to thrive in a fast-paced, dynamic work environment across multiple time zones, utilizing tools such as Slack and Google Workspace.
  • Fluency in English is required; additional European languages are an asset.
  • Able to work within ±2 hours of GMT.
Benefits
  • The unique opportunity to be a core member of a new, very dynamic and ambitious team, helping build it from the get-go.
  • Be part of a remote-first, international network of professionals working on gender equality. Coworking access is available in some locations.
  • A dynamic team of highly skilled professionals who combine their passion to make a difference with ambition and a rigorous and results-oriented approach to work.
  • A flexible work environment and the space to shape and continuously develop your role.
  • A full-time position with an employment contract, subject to location, with possible renewal.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
operations managementproject managementevent coordinationexpense trackingproposal writingimpact trackingbudget managementonboarding logisticsdocument management
Soft skills
organizational skillscoordination skillsproactive mindsetsolutions-orientedadaptabilityinitiativecollaborationcommunicationattention to detailtrustworthiness