Executive Assistant

Emergent is a global non-profit that mobilizes public and private finance to conserve and restore the world’s forests to combat the climate crisis. We act as a catalyst between forest governments and participants of the LEAF Coalition—a groundbreaking public-private partnership committed to halting tropical deforestation by 2030. By uniting private sector buyers, donor governments, forest governments, Indigenous Peoples and Local Communities (IPLCs), and civil society, LEAF aims to raise and deploy the finance needed to tackle deforestation by making tropical forests worth more alive than dead.

Emergent purchases high-integrity carbon credits from national and subnational jurisdictions generated through their REDD+ programs and verified under the ART TREES standard. These credits are sold to LEAF Coalition participants – donor governments and corporate buyers – who are committed to achieving ambitious climate and nature goals.

The Role

We are looking for an Executive Assistant (EA) to join our team in Barcelona. The incoming EA will provide administrative support, including scheduling and securing international travel bookings, to select members of our Management Team. In addition, the EA will also support various administrative functions for the team, such as office management, team-building activities, and event logistics.

Our ideal candidate is organized, detail-oriented, and able to thrive in a fast-paced work environment. They have demonstrated experience providing discreet and timely support to C-Suite Executives, and are trustworthy, energetic, and excited to support the team.

This is a full-time role starting as soon as possible, based in Barcelona or Sitges, Spain. We prefer a slightly later work schedule to balance support for our international Executives.  The incoming EA will report to the Head of HR and Operations and work closely with the existing EA.

Responsibilities

Scheduling

• Act as a liaison between executives and internal/external stakeholders, ensuring smooth communication and follow-ups
• Schedule virtual cross-functional multi-lateral meetings with internal and external parties, rescheduling as necessary to accommodate changes
• Create and host videoconferences, managing translation services, breakout rooms and other features as needed (domestic, international; from small to very large in scope)

Travel coordination

• Arrange international travel, including flights, accommodation and transportation, and process visa applications as necessary
• Ensure executives have all necessary travel-related information and documents in advance of travel
• Plan and execute team- and organization-wide international offsite events, including end-to-end coordination of logistics, budgets, travel, venues, agendas, vendor management, and provide on-site support

General administration

• Draft and edit correspondence, presentations, and reports as needed
• Document meeting minutes, document support, and MS Excel file management
• Time & Expense and Invoice Reporting and Reconciliation
• Handle sensitive and confidential information with discretion and maintain a high level of professionalism.
• Assist with special projects, including research, data collection, and preparing reports.
• Support executives in tracking key deadlines and deliverables.

Office management

• Oversee the daily operations of the Sitges office, ensuring that all administrative processes run smoothly and that the office is clean, organized, and safe.
• Maintain office supplies, equipment, and services, and coordinate with vendors as needed, with an emphasis on cost effective solutions
• Serve as the primary point of contact for the Barcelona office, including co-working administration and any visitors, address requests or similar.
• Coordinate office-wide events, meetings, and activities

Qualifications

• Bachelor's degree in a related field is preferred
• 3 years’ experience in an administrative role
• Excellent written and verbal communication skills
• Proficiency in MS Suite, including Outlook, Calendar, Teams and Office
• Strong organizational and time management abilities
• Attention to detail, ability to problem-solve, and discreet and trustworthy when handling confidential or sensitive information
• Ability to adapt to changing priorities and work independently
• Demonstrated ability to interact effectively with all the levels of an organization
• Excellent project management skills.
• Excellent communication skills in English (both written and oral). Conversational Spanish language required, full proficiency is preferred.
• Motivated team player with a positive attitude who works well in a fast-paced environment.
• Successful track record of managing competing priorities effectively through a proactive approach.
• Ability to work from the office 3-4days per week, with flexibility to travel between the Sitges and Barcelona offices

Additional Requirements

Applicants must have work authorization in Spain.

How to Apply

To apply, please submit your resume and a one-page cover letter detailing why you are a strong fit for the role. Applications will be reviewed on a rolling basis, so early submissions are encouraged.

Shortlisted candidates will be contacted. If your application is unsuccessful, we will not retain your personal data.

Equal Opportunities

Emergent provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, local or other applicable laws.

Studies have shown that men apply for a job when they meet only 60% of the qualifications, but women apply only if they meet 100% of them. If you think you have most of what we’re looking for and believe you’d be a great fit, we’d love to hear from you.