Senior Executive Assistant – Diary & Planning Management

Job not on LinkedIn

🔥 4 hours ago

🇧🇪 Belgium – Remote

⏰ Full Time

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 10%

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Meliore Foundation

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2022

🤲 Charity

🌍 Social Impact

🤝 Non-profit

Charity • Social Impact • Non-profit

Meliore Foundation is a leading organisation for philanthropy focused on funding global strategic communications. Constituted in Belgium and operating globally, Meliore acts as both an operating foundation and a grant-making entity. Its mission is to create real and lasting change by supporting programs that promote fact-based discourse and awareness on global and local issues, ultimately aiming to empower communities and debunk misinformation. Through partnerships with philanthropic funding entities, Meliore Foundation is committed to informing the public and fostering collaboration for the greater good.

📋 Description

• Support the CEO Office of the Meliore Foundation, enabling the CEO and Chief of Staff • Own and manage the CEO and Chief of Staff’s diaries, identifying priorities, resolving clashes and anticipating needs • Schedule and coordinate meetings across multiple time zones, ensuring agendas, materials and pre-reads are prepared • Lead weekly diary review and look-ahead sessions • Manage the CEO Office inbox, monitor follow-ups, ensure timely responses and draft responses as needed • Maintain the yearly planner covering internal and external events, industry milestones and travel commitments • Plan and coordinate complex international travel, strategic agendas, stakeholder meetings and briefing materials • Track annual travel plans to identify stakeholder meeting and event opportunities • Prepare and circulate meeting briefs and gather stakeholder input • Ensure the CEO and Chief of Staff are fully prepared for calls and meetings • Adapt to shifting schedules while maintaining clear meeting objectives and priorities • Coordinate the CEO and Chief of Staff’s work portfolio, systems, processes, tools, priorities and action points • Support research, content development, stakeholder outreach, meeting preparation and follow-up • Track priorities and issues and incorporate them into the CEO’s strategic plan • Manage stakeholder engagement and records in HubSpot • Facilitate information flows and knowledge sharing with senior leadership across Meliore • Work with the Governance Coordination team on Board requests • Support engagement with other Meliore programmes • Maintain invitation management systems • Coordinate information flow and actions supporting the CEO’s priorities • Provide administrative and logistical support for internal projects and events • Provide strategic cross-coverage and operational resilience during absences or peak workloads

🎯 Requirements

• Significant proven experience in a similar role, working for a busy principal, with a high level of expertise in meeting coordination and stakeholder management • Excellent planning, project management, prioritisation and time management skills • Flexibility to effectively deal with shifting requests • Ability to work independently under time pressure with a proactive and hands-on attitude • Creative problem-solving skills while maintaining awareness of slower-moving work pieces • Ability to translate strategy and ideas into tangible objectives, tasks and action points • Excellent attention to detail, diligence and reliability • Ability to become a super-user of Slack and Google Workspace • Knowledge of HubSpot is an asset • Fluency in written and spoken English; additional languages are an asset • High-quality writing skills • Tactful with colleagues and discreet with high-level information • Ability to work generously with colleagues in a high-trust global community and across time zones • Genuine interest in the mission and values of the Meliore Foundation and commitment to an inclusive and empowering approach to facing climate change • Only candidates with the right to work in their location will be considered

🏖️ Benefits

• 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. • Some international travel will be required. • We may be able to provide co-working spaces in some locations.

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