Senior Executive Assistant – Diary & Planning Management

Meliore Foundation

. Support the CEO Office of the Meliore Foundation, enabling the CEO and Chief of Staff .

Posted 11/11/2026full-timeRemote • BelgiumSeniorWebsite

Core Competencies

Role fit

Core Competencies

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

Demonstrates expertise in meeting coordination, stakeholder management, and project management while effectively managing the CEO Office's priorities and schedules. Proficient in using tools like HubSpot, Slack, and Google Workspace to facilitate communication and organization.

Highest-signal resume keywords

Meeting CoordinationStakeholder ManagementProject ManagementTime ManagementFluency in English

ATS Keywords

Tailor your resume

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Meeting CoordinationProject ManagementStakeholder ManagementAttention to DetailCreative Problem-SolvingDiary ManagementTravel CoordinationContent DevelopmentStrategic PlanningAction Point Tracking

Soft Skills

FlexibilityProactive AttitudeHigh-Quality WritingTactfulnessGenerosity in Collaboration

Tools & Technologies

HubSpotSlackGoogle Workspace

Industry Keywords

CEO Office SupportGlobal Community EngagementClimate Change AdvocacyInclusive Approach

About the role

Key responsibilities & impact

Support the CEO Office of the Meliore Foundation, enabling the CEO and Chief of Staff
Own and manage the CEO and Chief of Staff’s diaries, identifying priorities, resolving clashes and anticipating needs
Schedule and coordinate meetings across multiple time zones, ensuring agendas, materials and pre-reads are prepared
Lead weekly diary review and look-ahead sessions
Manage the CEO Office inbox, monitor follow-ups, ensure timely responses and draft responses as needed
Maintain the yearly planner covering internal and external events, industry milestones and travel commitments
Plan and coordinate complex international travel, strategic agendas, stakeholder meetings and briefing materials
Track annual travel plans to identify stakeholder meeting and event opportunities
Prepare and circulate meeting briefs and gather stakeholder input
Ensure the CEO and Chief of Staff are fully prepared for calls and meetings
Adapt to shifting schedules while maintaining clear meeting objectives and priorities
Coordinate the CEO and Chief of Staff’s work portfolio, systems, processes, tools, priorities and action points
Support research, content development, stakeholder outreach, meeting preparation and follow-up
Track priorities and issues and incorporate them into the CEO’s strategic plan
Manage stakeholder engagement and records in HubSpot
Facilitate information flows and knowledge sharing with senior leadership across Meliore
Work with the Governance Coordination team on Board requests
Support engagement with other Meliore programmes
Maintain invitation management systems
Coordinate information flow and actions supporting the CEO’s priorities
Provide administrative and logistical support for internal projects and events
Provide strategic cross-coverage and operational resilience during absences or peak workloads

Requirements

What you’ll need

Significant proven experience in a similar role, working for a busy principal, with a high level of expertise in meeting coordination and stakeholder management
Excellent planning, project management, prioritisation and time management skills
Flexibility to effectively deal with shifting requests
Ability to work independently under time pressure with a proactive and hands-on attitude
Creative problem-solving skills while maintaining awareness of slower-moving work pieces
Ability to translate strategy and ideas into tangible objectives, tasks and action points
Excellent attention to detail, diligence and reliability
Ability to become a super-user of Slack and Google Workspace
Knowledge of HubSpot is an asset
Fluency in written and spoken English; additional languages are an asset
High-quality writing skills
Tactful with colleagues and discreet with high-level information
Ability to work generously with colleagues in a high-trust global community and across time zones
Genuine interest in the mission and values of the Meliore Foundation and commitment to an inclusive and empowering approach to facing climate change
Only candidates with the right to work in their location will be considered

Benefits

Comp & perks

Be part of a remote-first, international network of professionals working on climate, energy and nature and work with a bunch of dynamic, culturally diverse individuals who combine their passion to make a difference with a rigorous and results-oriented approach to work.
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
Enjoy regular opportunities to connect and collaborate with colleagues around the world
A full-time position with an employment or consultant contract, subject to location, for 12 months, with possible renewal after one year.
Some international travel will be required.
We may be able to provide co-working spaces in some locations.