Meliore Foundation | CEO Office Associate

Application Deadline: 25 November 2026

Department: Operations & Network Support

Employment Type: Full Time

Location: Remote / Flexible (+/- 6hrs CET)

Description

How you'll contribute

• Administrative Inbox Triaging: Monitor the CEO Office inbox for administrative confirmations, receipts, vendor communications, and routine inquiries
• Participate in a weekly diary review and look-ahead session to anticipate upcoming needs and manage last-minute changes
• Business Continuity & Absence Coverage: Provide complete diary coverage in the absence of the Senior Executive Assistant  and during peak workload periods managing real-time schedule shifts and urgent calendar requests under the guidance of the CEO Office Operations Manager

• End-to-End Travel Booking: Execute comprehensive international travel bookings (flights, rail, hotels, ground transport)
• Track travel plans across the year to identify opportunities for stakeholder meetings or events while the CEO and or the Chief of Staff are in-country
• Administrative Travel Requirements: Fully own visa applications, passport renewals, travel insurance, vaccination requirements, and destination logistics
• Ensure the knowledge-management of all of the above is sound so the Operations manager, the Chief of Staff and the CEO know where to find what they need while travelling

• Presentations, Decks & Materials Support: Format and polish presentations, handouts, and meeting collateral for executive reviews, team updates, and leadership meetings
• Meeting Setup & Hospitality: Book internal & external meeting rooms, arrange catering, coordinate AV/tech setup
• Meeting Pack Distribution: Ensure all completed briefing materials, agendas, and presentation collateral are formatted, circulated, and ready in advance

• Manage expenses for the CEO and Chief of Staff, including collating, verifying, and uploading receipts to the expense system
• Support invoice processing, budget tracking, and accurate record-keeping
• Maintain and support the optimization of the CEO Office Google Drive file management system, ensuring structured organization, naming conventions, and secure access control
• Work closely with the CEO Office Operations Manager and Senior Executive Assistant to ensure alignment and consistency across the CEO Office
• Provide administrative and logistical support for internal projects and events
• Undertake other reasonable duties as requested by the CEO Office Operations Manager

Our ideal candidate has

• Relevant work experience as an Executive Assistant or experience in a similar position working for a busy principal, with a proven track record of autonomously managing a complicated schedule, with upward management skills developed in a fast-paced, global, impact-driven environment.
• Proven ability to manage complex schedules autonomously, exercise sound judgement, and influence upwards with confidence and tact.
• Strong planning, coordination, and prioritisation skills, with the ability to stay composed and effective amid constant change.
• A proactive, solution-focused mindset with meticulous attention to detail and excellent follow-through.
• Flexibility to handle last-minute requests and shifting priorities.
• Excellent communication skills with a good level of English (written and spoken), other languages an asset.
• High level of discretion, professionalism, and reliability when handling sensitive information.
• The ability to process a high volume of information, and connect dots across different workstreams.
• A hands-on, self-starter approach with comfort working independently in a remote-first environment.
• Collaborative and culturally aware, with the disposition to work generously with colleagues and stakeholders in an international, multicultural environment, and the ability to adapt across different norms and values.
• Familiarity with Google Workspace, Slack, and Asana; knowledge of HubSpot is a plus.
• Genuine interest in climate, energy, and environmental issues.

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.