Tech and Society | Executive Assistant

TBIP & FoTI | Executive Assistant & Team Coordinator

Application Deadline: 7 September 2026

Department: Other

Employment Type: Full Time

Location: +/- 2 hours GMT

Description

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.

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

• 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 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 the 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