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 & Tools
operations managementproject managementevent coordinationexpense trackingproposal writingimpact trackingbudget managementonboarding logisticsdocument management
Soft Skills
organizational skillscoordination skillsproactive mindsetsolutions-orientedadaptabilityinitiativecollaborationcommunicationattention to detailtrustworthiness