Tech and Society | Executive Assistant

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 Executive Director, who oversees the Future of Tech Institute (FOTI) as well as other key Tech and Society initiatives at the Meliore Foundation.

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.

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 liaison: Under the guidance of the Operations & Project Manager, serve as a trusted, accessible bridge between the Director and 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 teams 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 the ability to demonstrate 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 our 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 occasio