Senior Executive Assistant, Programme Coordinator

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

📋 Description

• Oversee Flamma’s operations, systems, processes, and tools to align with programme priorities and enhance impact.

• Monitor action items from weekly team meetings and facilitate the flow of information.

• Assist the Executive Director in stakeholder outreach and fostering strategic partnerships.

• Create meeting briefings, follow-up documents, and materials for engaging funders.

• Organize knowledge sharing and manage collaboration and decision-making information.

• Lead cross-functional projects from planning to execution, ensuring deadlines and deliverables are achieved.

• Track progress, identify risks and obstacles, and formulate mitigation strategies.

• Enhance operational processes, systems, and working methods.

• Organize the Executive Director’s calendar, priorities, scheduling, and meeting logistics across different time zones.

• Oversee the Executive Director’s inbox, priorities, follow-ups, and drafted communications.

• Arrange complex international travel, itineraries, logistics, and briefing materials.

• Act as a professional liaison for both internal and external stakeholders.

• Anticipate potential issues and suggest practical solutions.

• Handle Executive Director expenses, including receipts and uploads into the expense system.

• Provide administrative and logistical assistance for projects, events, and in-person team gatherings.

• Keep accurate records and reporting using Google Workspace, Notion, Asana, Airtable, Slack, or similar tools.

• Perform other reasonable tasks as requested by the Executive Director.

⛳️ Requirements

• Strong commitment to gender equality along with a genuine interest in the mission and values of the Meliore Foundation.

• A minimum of 5 years of relevant experience in an Executive Assistant role supporting a senior executive or principal.

• Outstanding planning, prioritization, and execution abilities.

• Capability to foresee next steps, manage competing priorities, and ensure tasks are completed.

• Ability to work autonomously with a proactive, hands-on approach and creative problem-solving skills.

• Proficient in translating strategies and ideas into concrete objectives, tasks, and action points.

• Capacity to perform well under pressure and take ownership of slower-moving projects.

• Exceptional attention to detail, diligence, and dependability.

• Tact and discretion when handling sensitive information.

• Fluency in both written and spoken English.

• High-quality writing capabilities.

• Experience in nonprofit, philanthropy, climate, international development, or public policy sectors.

• Familiarity with supporting fundraising efforts or engaging with funders and strategic partners.

• Experience in coordinating cross-functional projects.

• Knowledge of CRM, project management, or knowledge management systems.

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

• Must be located within approximately +/- 2 hours of CET.

🏝️ Benefits

• Join a remote-first, international network of professionals focused on climate, energy, and nature, collaborating with dynamic, culturally diverse individuals.

• Enjoy 6 offline days (with no calls or meetings) annually to concentrate on your work.

• Reduced working hours on Fridays during the Dry Season (summer).

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

• Additional paid business closure for end-of-year holidays.

• Maternity leave extended to 20 weeks where local regulations permit shorter leave.

• Regular opportunities to connect and collaborate with colleagues worldwide.

• 12-month contract position with either an employment or consultant agreement, depending on location.

• Potential access to co-working spaces in select locations.