Meliore Foundation | CEO Office Associate

We are looking for a proactive and detail-oriented CEO Office Associate with strong operational drive who wants to play a vital role in enabling our mission on climate solutions.

This role serves as the logistical and administrative backbone of the CEO Office, focusing on complex end-to-end international travel, administrative operations, expense management, and executive hospitality. Working across multiple time zones, the CEO Office Associate will also play a key role in building and polishing executive presentations, slide decks, and meeting collateral, while providing seamless calendar backup when needed.

The CEO and Chief of Staff operate in a fast-paced global environment. This position requires meticulous precision, sound operational judgement, high discretion, and the confidence to take ownership of tasks to keep our leadership team running smoothly.Reporting to the CEO Office Operations Manager, this role requires close collaboration with colleagues and stakeholder EAs across geographies, strong communication skills, and the ability to adapt quickly to shifting priorities.

If you excel at creating structure amid constant change, enjoy problem-solving, and take satisfaction in making complex logistics run smoothly, while helping drive meaningful change, we’d love for you to apply.

How you'll contribute

Inbox Operations & Diary Continuity (Support & Back-up)

Administrative Inbox Triaging

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

Participate in a weekly diary review and look-ahead session to anticipate upcoming needs and manage last-minute changes

Business Continuity & Absence Coverage: Provide complete diary coverage in the absence of the Senior Executive Assistant and during peak workload periods managing real-time schedule shifts and urgent calendar requests under the guidance of the CEO Office Operations Manager

Travel and Logistics for CEO & Chief Of Staff

End-to-End Travel Booking

Execute comprehensive international travel bookings (flights, rail, hotels, ground transport)

Track travel plans across the year to identify opportunities for stakeholder meetings or events while the CEO and or the Chief of Staff are in-country

Administrative Travel Requirements: Fully own visa applications, passport renewals, travel insurance, vaccination requirements, and destination logistics

Ensure the knowledge-management of all of the above is sound so the Operations manager, the Chief of Staff and the CEO know where to find what they need while travelling

Meeting Logistics, Materials & Executive Hospitality

Presentations, Decks & Materials Support: Format and polish presentations, handouts, and meeting collateral for executive reviews, team updates, and leadership meetings

Meeting Setup & Hospitality

Book internal & external meeting rooms, arrange catering, coordinate AV/tech setup

Meeting Pack Distribution: Ensure all completed briefing materials, agendas, and presentation collateral are formatted, circulated, and ready in advance

Administration, Coordination and Ad Hoc Support

Manage expenses for the CEO and Chief of Staff, including collating, verifying, and uploading receipts to the expense system

Support invoice processing, budget tracking, and accurate record-keeping

Maintain and support the optimization of the CEO Office Google Drive file management system, ensuring structured organization, naming conventions, and secure access control

Work closely with the CEO Office Operations Manager and Senior Executive Assistant to ensure alignment and consistency across the CEO Office

Provide administrative and logistical support for internal projects and events

Undertake other reasonable duties as requested by the CEO Office Operations Manager

Our ideal candidate has

Relevant work experience 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.

Proven ability to manage complex schedules autonomously, exercise sound judgement, and influence upwards with confidence and tact.

Strong planning, coordination, and prioritisation skills, with the ability to stay composed and effective amid constant change.

A proactive, solution-focused mindset with meticulous attention to detail and excellent follow-through.

Flexibility to handle last-minute requests and shifting priorities.

Excellent communication skills with a good level of English (written and spoken), other languages an asset.

High level of discretion, professionalism, and reliability when handling sensitive information.

The ability to process a high volume of information, and connect dots across different workstreams.

A hands-on, self-starter approach with comfort working independently in a remote-first environment.

Collaborative and culturally aware, with the disposition to work generously with colleagues and stakeholders in an international, multicultural environment, and the ability to adapt across different norms and values.

Familiarity with Google Workspace, Slack, and Asana; knowledge of HubSpot is a plus.

Genuine interest in climate, energy, and environmental issues.

Why join us?

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 t