Executive Team Assistant (60-80% / 25-35h per week)

Position available to service providers or individual freelancers located in Europe, remote work setting

Seerave Foundation is a family foundation active in Science, Translational and Venture Philanthropy. Inspired by family history and experiences, Seerave was founded in 2015 with the conviction that the nutrition-microbiome-immune system axis is a significant contributor to the future of personalised cancer treatment. We set out to accelerate science and catalyze innovation to bring this emerging knowledge from labs to patients. We act as a catalyst to pool experience and knowledge, reduce redundancy, and ensure that novel scientific concepts can move quickly from inception into real-world impact.

We are looking for a well-organized, detail-oriented, and proactive individual for the role of Executive Assistant who will provide high-level support to our leadership team and support the foundation's operational efficiency and event management. In this role, you will be an integral member of the small but effective Seerave Foundation team.

What are the tasks and responsibilities for this position?

Executive Support

• Providing comprehensive support to foundation leadership
• Managing executive communications, correspondence, and calendar
• Screening and prioritizing incoming requests and communications
• Preparing briefing documents and presentations for executive meetings
• Supporting council meeting preparation and follow-up
• Acting as a liaison between leadership and stakeholders
• Maintaining executive documentation and filing systems
• Handling confidential information with utmost discretion

Team Coordination and Communication

• Serving as the primary point of contact between executive team and internal/external stakeholders
• Managing and coordinating team schedules, including remote and in-person meetings
• Facilitating effective internal communication and information flow
• Supporting onboarding processes for new team members
• Organizing and coordinating regular team meetings and check-ins
• Managing shared team resources and documentation
• Fostering team culture in a remote setting through virtual engagement initiatives

Event Management and Travel Coordination

• Strategic planning and execution of key foundation events, including the Annual Retreat (in person), and Grantee Summits (mainly virtual)
• Managing complex travel arrangements for leadership and team members
• Coordinating high-level meetings and maintaining the foundation's calendar
• Developing and implementing event registration and management systems
• Overseeing travel expense processes and documentation

Administrative and Financial Support

• Overseeing administrative operations and processes
• Basic bookkeeping tasks including:
  • Recording and tracking outgoing payments
  • Processing invoices and expense reports
  • Managing receipts and financial documentation
  • Preparing basic financial reports
• Managing and maintaining document templates and filing systems
• Coordinating IT programs and license management
• Documentation of Meetings
• Coordinating Reporting of Portfolio Projects

Digital Presence and Visual Communications (desired, not required)

• Overseeing the foundation's visual identity and presentation standards
• Creating and maintaining professional presentation templates and branded materials
• Ensuring consistent design quality across foundation communications
• Providing basic graphic design support for presentations and documents
• Managing and updating website content
• Maintaining and coordinating social media channels
• Managing digital collaboration tools and platforms
• Coordinating with external design resources when needed
• Supporting the team with visual content creation and formatting
• Maintaining digital asset library and design resources

What do we expect from our service provider/incoming colleague?

We welcome applications from both individual professionals and established service providers who can demonstrate:

For Individual Freelancers:

• Minimum 5 years of experience as an Executive Assistant or similar senior support role
• Proven experience supporting C-level executives or senior leadership
• Outstanding organizational and time management skills
• Advanced proficiency in digital tools and office software
• Excellent written and verbal communication skills
• Strong business acumen and professional judgment
• Demonstrated ability to handle confidential information with discretion
• Experience in remote team coordination and virtual collaboration
• Event planning and coordination expertise
• Basic financial and bookkeeping knowledge
• Experience in website content management
• Understanding of social media best practices
• Proficiency in presentation software and basic graphic design tools
• Experience with visual communication and presentation development
• Eye for design and ability to maintain consistent branding
• Knowledge of digital collaboration and presentation platforms
• Fluency in English (written and spoken)
• Ability to work independently in a remote setting
• Willingness to travel approximately 6-8 times a year, usually within Europe
• Previous experience in an international organization and/or a non-profit is beneficial

For Service Providers/Agencies:

• Proven track record in providing executive support services
• Ability to assign a dedicated senior-level point of contact
• Experience supporting clients in the non-profit or foundation sector
• Robust quality assurance processes and backup arrangements
• Capability to provide comprehensive digital presence management
• Experience in website maintenance and social media coordination
• Demonstrated expertise in:
  • Executive communication and calendar management
  • Virtual team coordination
  • Event planning and execution
  • Basic financial processes and record keeping
  • Digital collaboration tools
• Proven track record in creating professional presentation materials
• Expertise in digital collaboration and presentation tools
• Demonstrated ability to maintain brand consistency across platforms
• Ability to maintain consistent, high-quality service delivery
• Experience handling confidential information and communications

What can you expect from working with us?

Seerave Foundation has adopted a "new work" culture since its inception. You can expect an ambitious team that is ready to think outside the box together with you. In addition:

• The ability to work remotely, with occasional in-person meetings and events
• A dynamic and purpose-driven work environment
• The opportunity to contribute to meaningful initiatives in healthcare innovation
• Exposure to international networks and collaborations amongst researchers, academics and innovators
• Flexible working hours within core business times
• The ability to voice your ideas and contribute to improving foundation processes