Meliore Foundation | Senior Executive Assistant - Diary & Planning Management, CEO Office

Application Deadline: 25 November 2026

Department: Operations & Network Support

Employment Type: Full Time

Location: Remote / Flexible (+/- 2hrs CET)

Description

How you'll contribute

• Own and manage the CEO and Chief of Staff's diaries, proactively identifying priorities, resolving clashes, and anticipating needs
• Schedule and coordinate meetings across multiple time zones, ensuring agendas, materials, and pre-reads are in place
• Lead a weekly diary review and look-ahead session to anticipate upcoming needs and manage last-minute changes
• Manage the CEO Office inbox, identifying priorities, monitoring follow-ups, and ensuring timely responses, and drafting responses as needed
• Maintain oversight of the yearly planner, capturing all key internal and external events, industry milestones, and travel commitments

• Plan and coordinate complex international travel for the CEO and Chief of Staff in close collaboration with the CEO Office Associate, focusing on strategic agendas, stakeholder meetings, and briefing materials while delegating logistical bookings
• Track travel plans across the year to identify opportunities for stakeholder meetings or events while the CEO is in-country

• Prepare and circulate meeting briefs, gathering input from internal and external stakeholders
• Confidently chase information and materials to ensure the CEO and Chief of Staff are fully prepared for all calls and meetings
• Adapt swiftly to shifting schedules, ensuring meeting objectives and priorities remain clear despite frequent changes

• Efficient operational coordination of the CEO & Chief of Staff’s work portfolio, devising and maintaining systems, implementing processes and tools to achieve impact and ensure oversight of priorities and operational workload in the CEO’s Office, including action point tracking for the CEO Office
• Support the CEO and the Chief of Staff on research, content development and outreach to key stakeholders, ensuring preparation and follow-up of the CEO’s meetings, including producing briefing materials
• Engage with internal staff and external partners to track priorities and issues, and incorporate into the CEO’s strategic plan accordingly
• Excellent understanding of key stakeholders and meticulous management of engagement with them, while ensuring sound record-keeping in hubspot

• Facilitate information flows with senior leadership across Meliore; structure and manage knowledge sharing, and ensure smooth overall coordination and collaboration, such as tracking actions, convening discussions, managing collection of information to inform decision making
• Work with the Governance Coordination team on Meliore Board requests
• Support the CEO Office on engagement with other Meliore programmes

• Maintain invitation management systems for the CEO Office
• Track actions and coordinate information flow to ensure smooth delivery of the CEO’s priorities
• Work closely with the Deputy Chief of Staff and CEO Office Operations Manager  to ensure alignment and consistency across the CEO Office
• Provide administrative and logistical support to the CEO Operations Manager for internal projects and events
• Undertake other reasonable duties as requested by the CEO Office Operations Manager
• Provide strategic cross-coverage and operational resilience within the CEO Office, stepping in flexibly to support core team deliverables during absences or peak workload periods

Our ideal candidate has

• A genuine interest in the mission and values of the Meliore Foundation and a commitment to an inclusive and empowering approach to facing climate change.
• 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 skills in planning, project management with outstanding prioritisation and time management skills and the flexibility to effectively deal with shifting requests;
• Able to work independently under time pressure with a proactive and hands-on attitude and creative problem-solving skills while not losing sight 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 and ability to become a super-user of our core tools: Slack and Google Workspace; knowledge of Hubspot an asset
• Fluency in written and spoken English, our working language; additional languages are an asset;
• High-quality writing skills; 
• Tactful with colleagues and discrete with high-level information;
• The disposition to work generously with colleagues in a high-trust global community of peers and the versatile and adaptable skills necessary to flourish in a fast-paced and wide-ranging work environment and work across time zones 

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.