Executive Assistant

About the Role

Join Our team as an Executive Assistant!

• Position: Executive Assistant
• Location: Bologna or Brussels
• Preferred Start Date: March 2026
• Application Deadline: 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 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)

An added advantage:

• Additional European languages, particularly German
• Experience in social justice, advocacy, EU-related or campaigning work
• Previous experience supporting senior leadership in high-pressure or fast-changing contexts

Why us?

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 are people from all walks of life, who call Europe our home – whether we were born in Europe or elsewhere.

Our job is to 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. We know this number of people also needs to grow and diversify further so we can represent a strong critical mass that can bring about change in Europe.

We work with staff across Europe who connect digitally every day and in person periodically.

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.

We are committed to being a diverse and inclusive workplace which is why people from communities that experience discrimination on the basis of race, ethnicity; women; people with disabilities; and LGBTQ+ people are especially encouraged to apply.

We encourage applications if you feel you fit most but not all of the criteria.

Next steps

If you are interested in this position, please send your application in English, including:

• Motivation letter.
• CV. Including your language skills in your first language, English and other languages according to a scale from A1 to C2.

Our recruitment process involves the following stages:

• Evaluation of applications
• Written task Assessment - between 17th - 20th January
• First Interview - upon successful completion of the task - Friday January 23rd
• Second Interview - upon successful completion of the first interview - tbc
• In person meeting prior to final decision and reference check

[Applications in languages other than English will not be processed. Applications from people who are not based either in Bologna or Brussels will not be considered.]

Why us?

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 are people from all walks of life, who call Europe our home – whether we were born in Europe or elsewhere.

Our job is to 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. We know this number of people also needs to grow and diversify further so we can represent a strong critical mass that can bring about change in Europe.

We work with staff across Europe who connect digitally every day and in person periodically.

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.

We are committed to being a diverse and inclusive workplace which is why people from communities that experience discrimination on the basis of race, ethnicity; women; people with disabilities; and LGBTQ+ people are especially encouraged to apply.

We encourage applications if you feel you fit most but not all of the criteria.

• Professional English
• German will be a plus