Executive Assistant

Shape the future of Europe with your passion for positive change.
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Join Our team as an Executive Assistant!

Position :
Executive Assistant

Location :
Bologna or Brussels

Preferred Start Date :
March 2026

Final date to receive applications :
January 15th, 2026

WeMove Europe is looking for an Executive Assistant to support the Executive Director (ED) in their executive, strategic and external responsibilities. Reporting directly to the ED, the Executive Assistant coordinates schedules, manages cross-team communications, oversees key processes and provides executive support to the ED, Board and, where needed, the Senior Leadership Team (SLT). This role also contributes to the Executive Director’s external and campaigning responsibilities.

WeMove Europe operates in a culture defined by collaboration, passion for social justice and a determination to win campaigns. From time to time, team members may be asked to contribute to activities beyond their core responsibilities.

Key Responsibilities
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.

About You – Who are we looking for?
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 work streams and manage competing deadlines with precision.

Flexible, conscientious and 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…