CEO Office Associate

Job not on LinkedIn

🔥 14 hours ago

🇪🇺 Europe – Remote

⏰ Full Time

🟢 Junior

🟡 Mid-level

🚫👨‍🎓 No degree required

👻 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

• Monitor the CEO Office inbox for administrative confirmations, receipts, vendor communications, and routine inquiries • Participate in weekly diary reviews and look-ahead sessions • Provide diary coverage during Senior Executive Assistant absences and peak workload periods • Manage real-time schedule shifts and urgent calendar requests • Execute end-to-end international travel bookings for flights, rail, hotels, and ground transport • Track travel plans to identify stakeholder meetings and events • Own visa applications, passport renewals, travel insurance, vaccination requirements, and destination logistics • Maintain sound travel knowledge management for the Operations Manager, Chief of Staff, and CEO • Format and polish executive presentations, handouts, slide decks, and meeting collateral • Book meeting rooms and arrange catering and AV/technology setup • Distribute briefing materials, agendas, and presentation collateral in advance • Manage CEO and Chief of Staff expenses, including receipt collation, verification, and uploading • Support invoice processing, budget tracking, and record-keeping • Maintain and optimize the CEO Office Google Drive file management system, including naming conventions and secure access control • Collaborate with the CEO Office Operations Manager and Senior Executive Assistant • Provide administrative and logistical support for internal projects and events • Undertake other reasonable duties requested by the CEO Office Operations Manager

🎯 Requirements

• Relevant work experience as an Executive Assistant or in a similar position working for a busy principal • Proven track record of autonomously managing a complicated schedule in a fast-paced, global, impact-driven environment • Ability to manage complex schedules autonomously, exercise sound judgement, and influence upwards with confidence and tact • Strong planning, coordination, and prioritisation skills • Ability to stay composed and effective amid constant change • Proactive, solution-focused mindset with meticulous attention to detail and excellent follow-through • Flexibility to handle last-minute requests and shifting priorities • Excellent written and spoken English; other languages an asset • High level of discretion, professionalism, and reliability when handling sensitive information • Ability to process a high volume of information and connect dots across different workstreams • Hands-on, self-starter approach with comfort working independently in a remote-first environment • Collaborative and culturally aware approach in an international, multicultural environment • Familiarity with Google Workspace, Slack, and Asana; knowledge of HubSpot is a plus • Genuine interest in climate, energy, and environmental issues • Must have the right to work in the candidate’s location • Availability to work within CET +/- 6 hours • Some international travel required

🏖️ Benefits

• Be part of a remote-first, international network of professionals working on climate, energy and nature • 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 • Regular opportunities to connect and collaborate with colleagues around the world • Full-time position with an employment or consultant contract, subject to location, for 12 months, with possible renewal after one year • Some locations may provide co-working spaces

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