CEO Office Associate

Meliore Foundation

. Monitor the CEO Office inbox for administrative confirmations, receipts, vendor communications, and routine inquiries .

Posted 11/11/2026full-timeRemoteJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing complex schedules and travel logistics while maintaining high levels of discretion and professionalism. Proficient in coordinating administrative tasks and supporting executive functions in a fast-paced, multicultural environment.

Highest-signal resume keywords

Executive Assistant ExperienceComplex Schedule ManagementTravel Logistics CoordinationGoogle Workspace ProficiencyAttention to Detail

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Diary ManagementTravel BookingExpense ManagementInvoice ProcessingFile Management

Soft Skills

Proactive MindsetStrong Planning SkillsEffective CommunicationCultural AwarenessFlexibility

Tools & Technologies

Google WorkspaceSlackAsanaHubSpot

Industry Keywords

Administrative SupportInternational TravelStakeholder ManagementEnvironmental Issues

About the role

Key responsibilities & impact

Monitor the CEO Office inbox for administrative confirmations, receipts, vendor communications, and routine inquiries
Participate in weekly diary reviews and look-ahead sessions
Provide diary coverage during Senior Executive Assistant absences and peak workload periods
Manage real-time schedule shifts and urgent calendar requests
Execute end-to-end international travel bookings for flights, rail, hotels, and ground transport
Track travel plans to identify stakeholder meetings and events
Own visa applications, passport renewals, travel insurance, vaccination requirements, and destination logistics
Maintain sound travel knowledge management for the Operations Manager, Chief of Staff, and CEO
Format and polish executive presentations, handouts, slide decks, and meeting collateral
Book meeting rooms and arrange catering and AV/technology setup
Distribute briefing materials, agendas, and presentation collateral in advance
Manage CEO and Chief of Staff expenses, including receipt collation, verification, and uploading
Support invoice processing, budget tracking, and record-keeping
Maintain and optimize the CEO Office Google Drive file management system, including naming conventions and secure access control
Collaborate with the CEO Office Operations Manager and Senior Executive Assistant
Provide administrative and logistical support for internal projects and events
Undertake other reasonable duties requested by the CEO Office Operations Manager

Requirements

What you’ll need

Relevant work experience as an Executive Assistant or in a similar position working for a busy principal
Proven track record of autonomously managing a complicated schedule in a fast-paced, global, impact-driven environment
Ability to manage complex schedules autonomously, exercise sound judgement, and influence upwards with confidence and tact
Strong planning, coordination, and prioritisation skills
Ability to stay composed and effective amid constant change
Proactive, solution-focused mindset with meticulous attention to detail and excellent follow-through
Flexibility to handle last-minute requests and shifting priorities
Excellent written and spoken English; other languages an asset
High level of discretion, professionalism, and reliability when handling sensitive information
Ability to process a high volume of information and connect dots across different workstreams
Hands-on, self-starter approach with comfort working independently in a remote-first environment
Collaborative and culturally aware approach in an international, multicultural environment
Familiarity with Google Workspace, Slack, and Asana; knowledge of HubSpot is a plus
Genuine interest in climate, energy, and environmental issues
Must have the right to work in the candidate’s location
Availability to work within CET +/- 6 hours
Some international travel required

Benefits

Comp & perks

Be part of a remote-first, international network of professionals working on climate, energy and nature
6 offline days (with no calls or meetings) per year to focus on your work
Reduced working time on Fridays during the Dry Season (summer)
Access to our employee assistance program to support your mental health and personal development
Supplementary paid business closure for end-of-year holidays
Maternity leave matched to 20 weeks for countries where regulation allows less than that
Regular opportunities to connect and collaborate with colleagues around the world
Full-time position with an employment or consultant contract, subject to location, for 12 months, with possible renewal after one year
Some locations may provide co-working spaces