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 team organization and accessibility




A high degree of discretion and trustworthiness in handling sensitive information
Strong technical proficiency with tools such as Google Workspace, Microsoft Office, and scheduling/project management platforms
A team player attitude with the disposition to work generously with colleagues in a high-trust general community of peers
An analytical and detail-oriented mindset, with the ability to identify opportunities for improvement and propose practical solutions
A genuine interest in TBIP & FOTI’s mission and in the wider conversations around technology, regulation, and democratic resilience in Europe
Fluency in English is required;
additional European languages are an asset
Flexibility to work effectively in a combination of remote and on-site environments, with a willingness to undertake occasional travel as required
Based in Europe and able to work within ±2 hours of GMT
Only candidates with the right to work in their location will be considered
Core Competencies Demonstrates 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 keywords Executive Assistant Experience
Calendar Management
Travel Coordination
Google Workspace Proficiency
Excellent Communication Skills
ATS Optimization Keywords Hard Skills Calendar Management
Travel Coordination
Expense Reporting
Digital File Management
Project Management
Detail-Oriented Analysis
Initiative Taking
Task Prioritization
Organizational Skills
Time Management
Soft Skills Team Player Attitude
Professionalism
Tact and Diplomacy
Adaptability
Discretion and Trustworthiness
Industry Keywords Mission-Driven Organization
Cross-Team Collaboration
Global Community Engagement
Democratic Resilience
Technology Regulation
Tools & Technologies Google Workspace
Microsoft Office
Scheduling Platforms
Knowledge Management Systems
Project Management Tools
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📌 Executive Assistant, Team Coordinator (Barcelona)
🏢 Jobtailor
📍 Barcelona