Meliore Foundation | Flamma - Senior Executive Assistant & Programme Coordinator

We're looking for an innovative Senior Executive Assistant & Programme Coordinator who brings a strong combination of executive support, programme operations and project management skills to join Flamma, a strategic communications programme for gender equality. This is a broad, hands-on role for someone who is as comfortable driving projects, improving systems and coordinating programme priorities as they are managing a busy Executive Director's diary, stakeholders and day-to-day executive support. You’ll be joining Flamma, currently a 5-person team working globally across time zones. Working closely with the Executive Director, you will help keep the programme and its priorities moving. You will coordinate projects, strengthen systems and ways of working, and provide high-level support to the Executive Director across diary management, funder relations and stakeholder engagement. The role reports to the Executive Director of Flamma. If you enjoy enabling teams to thrive in a dynamic, strategic environment where your exceptional organisational and project management skills help drive meaningful change, we'd love for you to apply! How you'll contribute This role will be key in supporting the Flamma Executive Director: Programme Coordination Efficient operational coordination of Flamma, devising and maintaining systems, implementing processes and tools to achieve impact and ensure oversight of programme priorities, including action point tracking at weekly Flamma team meetings Support the Executive Director on outreach to key stakeholders / strategic partner engagement, ensuring preparation and follow-up of meetings, including producing briefing materials Create supporting materials for funder engagement Structure and manage knowledge sharing, and ensure smooth overall coordination and collaboration, such as tracking actions, convening discussions, managing collection of information to inform decision making Track actions and coordinate information flow to ensure smooth delivery of the programme’s priorities Drive cross-functional projects from planning through execution, ensuring deadlines and deliverables are met Monitor progress against priorities, proactively identifying risks, bottlenecks and mitigation actions Continuously identify opportunities to improve operational processes, systems and ways of working Diary, Logistics and Inbox Management Own and manage the Executive Director’s diary, proactively identifying priorities, resolving clashes, and anticipating needs Schedule and coordinate meetings across multiple time zones, ensuring agendas, materials, and pre-reads are in place Manage the Executive Director’s inbox, identifying priorities, monitoring follow-ups, and drafting emails and ensuring timely responses Plan and coordinate complex international travel for the Executive Director, including itineraries, logistics, and briefing materials Administration and Ad Hoc Support Serve as a professional point of contact for internal and external stakeholders, maintaining strong working relationships. Anticipate issues before they arise and propose practical solutions. Manage expenses for the Executive Director, including collating, verifying, and uploading receipts to the expense system Provide administrative and logistical support for internal projects, events and in-person team meetings Undertake other reasonable duties as requested by the Executive Director Maintain accurate records and reporting using organisational systems and project management tools (e.g. Google Workspace, Notion, Asana, Airtable, Slack or similar Our ideal candidate has A profound commitment to gender equality and a genuine interest in the mission and values of the Meliore Foundation 5+ years of relevant experience in an Executive Assistant role, providing direct support to a senior executive or principal. Exceptional planning, prioritisation and execution skills, with a proven ability to keep an Executive’s priorities moving, with the ability to anticipate next steps, manage competing priorities and ensure follow-through. Able to work independently with a proactive and hands-on attitude and creative problem-solving skills Ability to translate strategy and ideas into tangible objectives, tasks and action points Ability to work under time pressure but also take responsibility for slower-moving work pieces Excellent attention to detail, diligence and reliability Tactful with colleagues and discreet with high-level information Fluency in written and spoken English, our working language; additional languages are an asset High-quality writing skills The disposition to work generously with colleagues in a high-trust global community of peers Experience working in a nonprofit, philanthropy, climate, international development or public policy organisation Experience supporting fundraising activities or engaging with funders and strategic partners Experience coordinating cross-functional projects Familiarity with CRM, project management or knowledge management systems. Why join us? 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 12-month contract position with an employment or consultant contract, subject to location. Location: +/- 2 hours CET 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.