TBIP & FoTI | Executive Assistant & Team Coordinator

We are hiring for an experienced Executive Assistant & Team Coordinator to join our team within the Meliore Foundation. This role reports to the Operations and Project Manager and directly supports our Barcelona-based Director, who oversees two ambitious and distinct programmes: The Better Information Project (TBIP) and Future of Tech Institute (FOTI) . About the Programme: TBIP’s mission is to create a revitalised and resilient information ecosystem in Europe. We are working to tackle the structural power of Big Tech and enable the regulatory and enforcement conditions for policymakers, civil society, and entrepreneurs to develop and scale alternatives to the prevailing model. FOTI is a think tank dedicated to building a prosperous and fair European future that harnesses the power of technology. About the Role The Executive Assistant & Team Coordinator is a pivotal, dual-focused role designed to provide high-level administrative support to our Barcelona-based Director, while serving as the vital connection point for her two teams (TBIP and FOTI). This is not a traditional back-office operations role. To be successful, you must be a natural relationship builder and communicator. You will be at the heart of enabling our Director to operate at her highest capacity - not only navigating competing priorities and streamlining her diary, but also helping her maintain oversight of all team activities. You will act as a trusted liaison, ensuring seamless, two-way communication between the Director and team members across both programmes. You’ll be part of a small, highly collaborative, and mighty team working across Europe. How you'll contribute Executive Assistance & Director Support High-level calendar & inbox management: Deliver proactive support, managing complex diaries across multiple time zones with professionalism, efficiency, and discretion. Travel & logistics: Coordinate international travel logistics, including detailed itineraries, bookings, and preparation for speaking engagements and convenings (including drafting speaking decks). Financial & admin support: Track, collate, and process expense reports and manage administrative approvals (expenses, contracts, leave) on behalf of the Director. Meeting Coordination: Secure bookings, organise dial-ins, draft agendas, compile briefing documents, record key actions, and ensure timely follow-up on action items. Team Coordination & Liaison Team liaison: Under the guidance of the Operations & Project Manager, serve as a trusted, accessible bridge between the Director and the TBIP and FOTI team members, facilitating smooth, open communication and ensuring no team needs fall through the cracks. Activity oversight: Help the Director maintain clear oversight of team priorities, programme activities, deliverables, and overall capacity across both teams. Engagement & feedback: Actively engage with team members to understand ongoing work, identify potential bottlenecks, and flag key updates or concerns to the Director proactively. Meeting & alignment coordination: Organise and facilitate cross-team meetings, alignment check-ins, and collaborative sessions to keep both TBIP and FOTI aligned with the Director’s overarching vision. Drive maintenance & organisation: Act as a key custodian for our central drive, ensuring consistent adherence to folder structures, naming conventions, and periodic housekeeping to facilitate effective information access. Team culture & events: Provide coordination and logistical support for team retreats, collaborative workshops, and internal events to foster a strong, connected team culture across a distributed network. Our ideal candidate has 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. 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 full-time position with an employment or consultant contract, subject to location, for 12 months, with possible renewal after one year. Location: within ±2 hours of GMT 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.