SMT Senior Executive Assistant & Meliore Governance Coordinator

Application Deadline: 16 July 2025

Department: Operations & Network Support

Location: Belgium

Description

We are looking for an innovative and experienced Executive Assistant (EA) & Governance Coordinator with a unique combination of skills who wants to play a major role in working on climate solutions.

The role is two-fold, you will be managing the busy schedules of the CEO, the Chief of Staff and the General Counsel, coordinating Meliore SMT knowledge management working alongside the Senior Executive Assistant in the CEO Office and additionally, you will be working closely with the General Counsel & Meliore’s Board Secretary, the CEO and the Chief of Staff in managing the Meliore Foundation’s Governing and Advisory Board functions, as well as coordinating the Governance Committees (People and Culture, Risk, Compliance and Audit, and Nomination) and other working groups that would be set-up by the Governing Board.

As part of the CEO Office and the Legal and Governance Team, you’ll be assisting in a unique role essential for Meliore governance bodies to fulfil their duties and essential to the management of the foundation. The governance coordinator role is all about making sure Meliore fulfils its mission for the greater good.

In order to succeed in this role you will need to have a proven track record of managing complexity and adapting to changing circumstances, as well as a proactive attitude and ability to quickly assimilate large amounts of information. The CEO in particular has a heavy, complicated and variable schedule, with frequent last-minute changes. As you get to know our strategic priorities you will be able to draft board papers and manage agendas between all executive functions and programmes across the foundation.

Reporting to the Chief of Staff in close alignment with the General Counsel, this role will have working relationships with the senior leadership structures of the Meliore Foundation, other EAs and Assistants, including multiple operations teams.

If you enjoy enabling senior leaders in a dynamic, strategic environment where your exceptional organisational and project management skills help drive meaningful change, we'd love for you to apply!

How you'll contribute

As Governance Coordinator:

• Coordinate the Meliore Foundation governance bodies, ensuring the executive team and boards or board committees’ members are supported in their duties
• Facilitate alignment and communication between senior leadership and board members or board committees’ members in the preparation of agendas and documents for governance meetings
• Ensure minutes and action points are accurately recorded, circulated after meetings to all relevant stakeholders and actioned accordingly
• Manage the implementation of the regular cycle of appointment of board members or board committees’ members as necessary. This includes ensuring onboarding and offboarding materials are updated in line with the Statutes or other relevant terms (e.g. Terms of Reference) and supporting the administrative enrolment as required
• Coordinate and liaise between executive managers, staff and board members where required
• Lead on the administration and logistics of the various meetings including scheduling meetings (both in person or virtual), material sharing and other communication as necessary
• Liaise with authorities and external stakeholders regarding the reporting obligations of the Meliore Foundation
• Lead on the administrative implementation of governance policies, preparation and revision of policies and processes relevant to governance and track governance-related rules and timelines
• Facilitate the consistent application of governance frameworks and compliance, including the commitment to good governance and ethical conduct

As SMT Senior Executive Assistant:

• Diary management for the CEO, CoS & GC: Scheduling meetings, coordinating attendees across time zones, preparing agendas and other supporting materials as needed, and effectively handling changes
• Travel & meeting logistics: Extensive international travel coordination and planning plus expenses administration
• Efficient operational coordination of the CEO’s work portfolio alongside the CEO Office Senior Executive Assistant and the Chief of Staff
• SMT Knowledge management and internal coordination: Structure and manage knowledge sharing with the Meliore SMT, and ensure smooth overall coordination and collaboration with teams and colleagues across the foundation, such as tracking actions, convening discussions, managing collection of information to inform decision-making and taking notes in SMT meetings
• Effective management of the CEO, GC and CoS’s administration: including processing expenses, budget tracking, maintaining filing systems, event and invitations management
• Undertaking other reasonable duties as requested by the Chief of Staff

Our ideal candidate has

• 5-8 years of work experiences as an Executive Assistant or experience in a similar position working for a busy principal, with a proven track record of autonomously managing a complicated schedule, with upward management skills developed in a fast-paced, global, impact-driven environment
• The disposition to work generously with colleagues in an international, multicultural community of peers, and the ability to work across international norms and values
• The versatile and adaptable skills necessary to flourish in a fast-paced and wide-ranging work environment where remote work is the norm
• Proactive and autonomous attitude and approach, creative problem-solving skills
• Flexibility to deal with last-minute urgent requests
• Excellent communication skills with a good level of English (written and spoken), other languages (French as the administrative language towards authorities especially) an asset
• Ability to process information and connect dots (lateral thinking)
• Familiarity with meeting coordination and stakeholder management
• Excellent attention to detail, diligence and reliability
• Proficiency with Microsoft Outlook, Excel and PowerPoint as well as an affinity with a range of collaboration tools such as Slack, Trello, Asana, Zoom, Sharepoint etc.
• Excellent skills in planning and able to take initiative and work independently with a hands-on attitude
• Capacity to prioritise and manage own workload
• Tactful with colleagues and discrete with high-level information
• A significant interest in climate and the environment.

Why join us?

• Be part of a remote-first, international network of professionals working on climate, energy and nature. We offer coworking access in some locations.
• 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.
• Enjoy regular opportunities to connect and collaborate with colleagues around the world.
• A full-time position with an employment contract for 12 months, with a possible renewal after one year.

Location: Belgium.
Only candidates with the right to work in their location will be considered.