Personal Assistant to The Wellbeing Project

Inspired by a sense of caring and compassion for all the people who work to build a better world, as well as to support the many causes and movements for which they work, The Wellbeing Project is focused on both cultivating a shift in the field of social change toward one that is healthier and more supportive of inner wellbeing, and on catalyzing the development of a new infrastructure to better support everyone working in the field.

Today, we’re looking for a Personal Assistant to the Project to join our team.

We are looking for someone that has 2-4 years of experience with executive assistant and administrative duties (scheduling, calendaring, planning and meeting/call management) working closely with senior leaders or management. Our ideal candidate is a native-level English speaker and writer, a sensitive and diplomatic communicator, organized, detail-oriented and can work independently and in a fast paced environment. Finally, we are looking for a hard-working team player who is empathetic, has a light, loving touch and a good sense of humour.


We are looking for candidates who meet the following requirements:

University degree and/or professional secretarial/administrative training

Work experience: 2-4 years working in an executive assistant capacity

Excellent multi-tasking skills: able to juggle ongoing and intricate tasks

Experience booking travel and handling complex itineraries

Visionary: able to plan ahead, anticipating potential challenges and needs

A team player: works well with a small team often across many time zones and in remote working situations

Structured, dependable and reliable: respectful of deadlines, highly organized and able to cope with last-minute changes

Detail-oriented and thorough: careful not to miss small pieces

Discreet and sensitive: able to communicate with gentleness and handle confidential information

Excellent communicator: you are people-oriented and communicate with respect, clarity, authenticity and empathy

You are flexible and thrive in a fast-paced and ever-changing environment, problem-solving, proactive, responsive and thinking beyond

Resourceful: experience working in a non-profit organisation or start-up would be an asset

Native or near-native English

Nice to have but not essential:

French and Spanish.

Experience and/or interest in the social sector


You will be working directly with The Wellbeing Project leadership team on:

Scheduling calls and meetings across multiple time zones, often involving multiple participants

Prioritizing scheduling and call, travel and meeting needs, often months in advance

Arranging complex travel and travel itineraries

Liaising with the entire Project team on behalf of its leaders, often involving various pillars (departments) and areas

Tabling expenses and preparing/tracking invoices

Coordinating key Project groups and contributors on behalf of management

Keeping and preparing Minutes for board meetings

Managing various pieces of administrative or Project-wide work, including fundraising and presentations


An opportunity to work on a ground-breaking, global project that is a co-creation with leading institutions in the field of social change, and that is already seeing the beginning of an extraordinary movement.

An innovative, co-creative, entrepreneurial and international working environment.

A strong culture which is at the core of our organization and the project, as well as a large and diverse Project team that is loving, caring and… pretty awesome people !

A steep yet friendly learning curve, including building a variety of key relationships in the social change sector worldwide.

Be a part of a fulfilling and meaningful professional project based on strong values and an opportunity to impact the lives of millions of people touched by the work of social change makers.

You report directly to the Project Lead and Project Co-lead.

Office that has lots of light, good vibes, organic coffee and flexible hours.


Based in Madrid.

Start ASAP, and until December 2021.

Salary is appropriate to the social sector. Compensation also includes a wellbeing stipend.

This is a freelance position and EU work permit/visa/passport are required.

To apply for this position, please send us your resume and cover letter to -

by the 15th of January.

Listing created Dec 22, 2018