Meliore Foundation | Executive Assistant to CEO Office - Diary & Planning Coordinator

Meliore Foundation | Executive Assistant to CEO Office - Diary & Planning Coordinator

Application Deadline : 30 November 2025

Department : Operations & Network Support

Location : Europe

Description

We are looking for an innovative and experienced Executive Assistant (EA) – Diary & Planning Coordinator with a unique combination of skills who wants to play a major role in working on climate solutions.

This role centres on strategic diary management, forward planning, and coordination across multiple time zones. The CEO’s schedule is complex, fast‑changing, and involves extensive travel, requiring exceptional judgement, attention to detail, and the confidence to make decisions and push back when needed.

You will work closely with the Chief of Staff and Senior Executive Assistant, ensuring that meetings are well‑prepared, information is gathered in advance, and the CEO’s time is used effectively. You will also take the lead in maintaining the annual planner, anticipating upcoming commitments and ensuring all major events, trips, and stakeholder engagements are captured and coordinated.

Reporting to the Chief of Staff, this role requires close collaboration with colleagues and stakeholder EAs across geographies, strong communication skills, and the ability to adapt quickly to shifting priorities.

If you excel at creating structure amid constant change, enjoy problem‑solving, and take satisfaction in making complex logistics run smoothly, while helping drive meaningful change, we’d love for you to apply.

How you'll contribute

Diary and Inbox Management

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.

Maintain oversight of the yearly planner, capturing all key internal and external events, industry milestones, and travel commitments.

Travel and Logistics

Plan and coordinate complex international travel for the CEO and Chief of Staff, including itineraries, logistics, and briefing materials.

Track travel plans across the year to identify opportunities for stakeholder meetings or events while the CEO is in‑country.

Meeting Preparation and Coordination

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.

Administration, Coordination and Ad Hoc Support

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 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 Chief of Staff 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 or Chief of Staff.

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 excellent attention to detail and 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, identify what matters most for the CEO's time and attention, 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. We offer coworking access in some locations.

\ 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.

Enjoy regular opportunities to connect and collaborate with colleagues around the world.

A full‑time position for 12 months, with possible renewal after one year. Only candidates with the right to work in their location will be considered.

Location : Europe (primarily UK, Belgium, France, Spain)

Only candidates with the right to work in their location will be considered.

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