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

Seerave Foundation

New Jobs

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