Executive Assistant

As an Executive Assistant you will be responsible for:

• Executive Support (60%): Communicate with external partners, key stakeholders in EU institutions, donors, board members, and stakeholders on behalf of the Executive Director (ED), ensuring professionalism, discretion, and confidentiality. Coordinate and support cross-functional projects and events as agreed with the ED. Support key relationships with key allies in the EU institutions, Major Donors, Partners and where relevant Foundations. Support the ED in their visibility work, including building external opportunities for WeMove Europe, support with Annual reports, updates to key stakeholders etc. Manage the ED’s calendar, inbox, priorities, and to-do list to ensure effective time and task management. Organise meetings, trips, events, and other activities for the ED when needed. Attend meetings on behalf of the ED when needed. Work with the Senior Leadership Team to coordinate agendas, scheduling, and information flow across the organisation, take notes, prepare summaries, and ensure information is shared efficiently across teams. Organise management and cross-team meetings, including minute-taking, scheduling, and logistics.
• Governance Support (15%): In collaboration with the Finance and Operations Director, ensure adherence to the governance legislation of WeMove Europe, prepare General Assemblies, take minutes in General Assemblies and ensure follow-up, including managing any notary appointments. Facilitate administrative support for the Executive Director and Board Chair and other Board members, including maintaining Board archives, shareholder administration, etc. Support with the Board’s workplan where relevant.
• Campaigning Support (25%): Support the ED in their work where their Campaigns and Visibility responsibilities overlap. Support the Campaigns Management Team (CMT) in maintaining institutional and campaign-related knowledge. On occasion, attend partner or coalition meetings when needed and support follow-up and documentation. Assist during Campaign meeting Days and, on occasion, other mobilising moments. Organise EU registrations and accreditations for the organisation and the Campaigns Team. Act as a campaigns team liaison for our Finance and Operations Director.

This role supports WeMove Europe's mission to build people power to transform Europe on critical issues like climate emergency, migrant rights, workers rights, and better governance, enabling the Executive Director to lead campaigns and strategic initiatives that create positive social change across Europe.

We are looking for an experienced Executive Assistant to support our Executive Director in a fast-paced, mission-driven environment. This is a high-trust role for someone who thrives on responsibility, anticipates needs, and brings structure and clarity to complex agendas. You bring:

• Proven experience (4+ years) as an Executive Assistant or in senior-level administrative support, ideally in NGO, advocacy, political or campaigning environments.
• Exceptional organisational skills, with the ability to prioritise multiple workstreams and manage competing deadlines with precision. Flexible, conscientious, hardworking individual with a can-do attitude.
• Outstanding written and verbal communication skills in English (B2 minimum), with the confidence to represent the Executive Director and organisation professionally. Strong interpersonal skills and experience working with diverse stakeholders, including board members, donors, external partners and distributed teams.
• High level of discretion and sound judgment when handling sensitive or confidential information. A proactive, forward-looking thinker, comfortable operating independently and making informed decisions. Confidence working in digital-first environments and collaboration tools (Google Workspace, Slack, Zoom, project management platforms).

What we offer:

• Working hours: 32 hours a week over 4 or 5 days a week.
• Employment type: One year contract starting with a probation period based on your national labour code.
• Location: Bologna or Brussels.
• Benefits: home office set up and co-working space of your choice, 30 vacation days, training, professional development, regular team calls, full week retreat in person with the whole team, and much more…!
• Salary: 33,000 - 37,000 EUR gross year salary at 32 hours, depending on experience level. The range is indicative and based on 4+ years of relevant experience.

WeMove Europe is an independent and values-based organisation that seeks to build people power to transform Europe in the name of our community, future generations and the planet. We move a community of almost a million people across Europe on issues that matter - including the climate emergency, migrant rights, workers rights, better governance, and more.