Provide high-level administrative support to the Barcelona-based DirectorManage complex calendars and inboxes across multiple time zonesCoordinate international travel logistics, detailed itineraries, bookings, speaking engagements, and conveningsDraft speaking decks and prepare materials for engagementsTrack, collate, and process expense reportsManage administrative approvals for expenses, contracts, and leave on behalf of the DirectorCoordinate meetings, including bookings, dial-ins, agendas, briefing documents, action recording, and follow-upServe as a trusted bridge between the Director and TBIP and FOTI team membersHelp maintain oversight of team priorities, programme activities, deliverables, and capacity across both teamsEngage with team members to identify bottlenecks and proactively flag updates or concernsOrganise and facilitate cross-team meetings, alignment check-ins, and collaborative sessionsMaintain the central drive, including folder structures, naming conventions, and periodic housekeepingCoordinate logistics for team retreats, collaborative workshops, and internal eventsSupport the Director’s ability to operate at her highest capacity within a small, collaborative team working across EuropeRequirements3+ years of relevant experience, specifically in an Executive Assistant or Team Coordinator role, ideally within a mission-driven organisation, supporting senior leadership across time zonesStrong 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 environmentExcellent planning skills, with the ability to take initiative and work independently with a hands-on attitudeExcellent written and verbal communication skills, with a strong sense of professionalism, tact,



and diplomacyExperience managing digital file structures or knowledge management systems to maintain team organization and accessibilityA high degree of discretion and trustworthiness in handling sensitive informationStrong technical proficiency with tools such as Google Workspace, Microsoft Office, and scheduling/project management platformsA team player attitude with the disposition to work generously with colleagues in a high-trust general community of peersAn analytical and detail-oriented mindset, with the ability to identify opportunities for improvement and propose practical solutionsA genuine interest in TBIP & FOTI’s mission and in the wider conversations around technology, regulation, and democratic resilience in EuropeFluency in English is required; additional European languages are an assetFlexibility to work effectively in a combination of remote and on-site environments, with a willingness to undertake occasional travel as requiredBased in Europe and able to work within ±2 hours of GMTOnly candidates with the right to work in their location will be consideredCore CompetenciesDemonstrates strong organizational and time-management skills, with a proven ability to support senior leadership in a fast-paced, mission-driven environment. Proficient in managing complex calendars, coordinating international travel, and maintaining digital file structures to enhance team collaboration and efficiency.Highest-signal resume keywordsExecutive Assistant ExperienceCalendar ManagementTravel CoordinationGoogle Workspace ProficiencyExcellent Communication SkillsATS Optimization KeywordsHard SkillsCalendar ManagementTravel CoordinationExpense ReportingDigital File ManagementProject ManagementDetail-Oriented AnalysisInitiative TakingTask PrioritizationOrganizational SkillsTime ManagementSoft SkillsTeam Player AttitudeProfessionalismTact and DiplomacyAdaptabilityDiscretion and TrustworthinessIndustry KeywordsMission-Driven OrganizationCross-Team CollaborationGlobal Community EngagementDemocratic ResilienceTechnology RegulationTools & TechnologiesGoogle WorkspaceMicrosoft OfficeScheduling PlatformsKnowledge Management SystemsProject Management Tools
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📌 Executive Assistant, Team Coordinator (Barcelona)
🏢 Jobtailor
📍 Barcelona