- Provide high-level administrative support to the Barcelona-based Director
- Manage complex calendars and inboxes across multiple time zones
- Coordinate international travel logistics, detailed itineraries, bookings, speaking engagements, and convenings
- Draft speaking decks and prepare materials for engagements
- Track, collate, and process expense reports
- Manage administrative approvals for expenses, contracts, and leave on behalf of the Director
- Coordinate meetings, including bookings, dial-ins, agendas, briefing documents, action recording, and follow-up
- Serve as a trusted bridge between the Director and TBIP and FOTI team members
- Help maintain oversight of team priorities, programme activities, deliverables, and capacity across both teams
- Engage with team members to identify bottlenecks and proactively flag updates or concerns
- Organise and facilitate cross-team meetings, alignment check-ins, and collaborative sessions
- Maintain the central drive, including folder structures, naming conventions, and periodic housekeeping




- Coordinate logistics for team retreats, collaborative workshops, and internal events
- Support the Director’s ability to operate at her highest capacity within a small, collaborative team working across Europe

Requirements
- 3+ years of relevant experience, specifically in an Executive Assistant or Team Coordinator role, ideally within a mission-driven organisation, supporting senior leadership across time zones
- Strong organisational and time-management skills, with the ability to prioritise, manage multiple tasks simultaneously, and remain focused and adaptable to changing priorities in a fast-paced environment
- Excellent planning skills, with the ability to take initiative and work independently with a hands-on attitude
- Excellent written and verbal communication skills, with a strong sense of professionalism, tact, and diplomacy
- Experience managing digital file structures or knowledge management systems to maintain te

📌 Executive Assistant, Team Coordinator (Barcelona)
🏢 Jobtailor
📍 Barcelona