Executive Assistant, Team Coordinator

Meliore Foundation

Executive Assistant supporting Meliore Foundation’s Barcelona-based Director. Coordinating TBIP and FOTI teams advancing technology, regulation, and democratic resilience in Europe.

Posted 8/21/2026full-timeBarcelona • 🇪🇸 SpainMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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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 ExperienceCalendar ManagementTravel CoordinationGoogle Workspace ProficiencyExcellent Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementTravel CoordinationExpense ReportingDigital File ManagementProject ManagementDetail-Oriented AnalysisInitiative TakingTask PrioritizationOrganizational SkillsTime Management

Soft Skills

Team Player AttitudeProfessionalismTact and DiplomacyAdaptabilityDiscretion and Trustworthiness

Tools & Technologies

Google WorkspaceMicrosoft OfficeScheduling PlatformsKnowledge Management SystemsProject Management Tools

Industry Keywords

Mission-Driven OrganizationCross-Team CollaborationGlobal Community EngagementDemocratic ResilienceTechnology Regulation

About the role

Key responsibilities & impact

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

What you’ll need

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

Benefits

Comp & perks

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
We may be able to provide co-working spaces in some locations