CEO Office Associate

This is a fully remote position, open to applicants in Europe.

📋 Description

• Oversee the CEO Office inbox, managing administrative confirmations, receipts, vendor communications, and general inquiries.

• Engage in weekly diary assessments and planning sessions.

• Provide diary coverage during the absence of the Senior Executive Assistant and during peak workload times.

• Handle real-time schedule adjustments and urgent calendar requests.

• Coordinate comprehensive international travel arrangements, including flights, rail, hotels, and ground transportation.

• Monitor travel itineraries to identify meetings and events involving stakeholders.

• Manage visa applications, passport renewals, travel insurance, vaccination requirements, and logistics for destinations.

• Ensure effective travel knowledge management for the Operations Manager, Chief of Staff, and CEO.

• Format and refine executive presentations, handouts, slide decks, and meeting materials.

• Reserve meeting rooms and organize catering as well as AV/technology setups.

• Distribute briefing documents, agendas, and presentation materials ahead of time.

• Oversee expenses for the CEO and Chief of Staff, including receipt organization, verification, and uploads.

• Assist with invoice processing, budget monitoring, and record maintenance.

• Maintain and enhance the CEO Office Google Drive file management system, ensuring proper naming conventions and secure access.

• Collaborate with the CEO Office Operations Manager and Senior Executive Assistant.

• Offer administrative and logistical assistance for internal projects and events.

• Perform other reasonable tasks as requested by the CEO Office Operations Manager.

⛳️ Requirements

• Relevant experience as an Executive Assistant or in a comparable role supporting a busy principal.

• Demonstrated ability to independently manage a complex schedule in a dynamic, global, impact-focused setting.

• Capacity to autonomously manage intricate schedules, exercise sound judgment, and influence upwards with confidence and tact.

• Strong skills in planning, coordination, and prioritization.

• Ability to remain calm and effective under constant change.

• Proactive, solution-oriented mindset with a keen eye for detail and excellent follow-through.

• Flexibility to accommodate last-minute requests and changing priorities.

• Exceptional written and spoken English; proficiency in additional languages is an advantage.

• High level of discretion, professionalism, and dependability when handling confidential information.

• Capability to process a large volume of information and connect insights across various workstreams.

• Hands-on, self-motivated approach with comfort working independently in a remote-first environment.

• Collaborative and culturally sensitive approach in an international, multicultural setting.

• Familiarity with Google Workspace, Slack, and Asana; knowledge of HubSpot is beneficial.

• Genuine interest in climate, energy, and environmental issues.

• Must possess the right to work in the candidate's location.

• Availability to work within CET +/- 6 hours.

• Some international travel may be required.

🏝️ Benefits

• Join a remote-first, international network of professionals dedicated to climate, energy, and nature initiatives.

• Enjoy 6 offline days (with no calls or meetings) each year to focus on your work.

• Benefit from reduced working hours on Fridays during the Dry Season (summer).

• Access our employee assistance program to support your mental health and personal growth.

• Receive additional paid leave for business closures during the end-of-year holidays.

• Maternity leave matched to 20 weeks in countries where regulations permit fewer weeks.

• Regular opportunities to connect and collaborate with colleagues globally.

• Full-time role with an employment or consultant contract for 12 months, subject to location, with potential renewal after one year.

• Some locations may offer co-working spaces.