Team Coordinator, Spain – Valencia

Fixed Term 2 years
20 Sep 2019
Director Spain
Competitive for Not for Profit Organisation
As soon as possible


Business Background

EIT Climate-KIC is a knowledge and innovation community established in 2010 and funded by the European Institute of Innovation and Technology (EIT), a body of the European Union. Our purpose is to tackle climate change through innovation.
We are Europe’s largest public-private partnership with this purpose. At the heart of our endeavour is a pan-European community of innovators and changemakers eager to work on tough challenges, willing to engage in ambitious and unorthodox experiments, and committed to collective learning.

We bring together large and small companies, scientific institutions and universities, city authorities and other public bodies, start-ups, and students. With over 380 formal organisational partners from across 26 countries, we work together on innovation to mitigate climate change and to adapt to its unavoidable impacts. We are united by a commitment to direct the power of creativity and human ingenuity at climate change.

Our mission is to catalyse systemic change for climate action through innovation in areas of human activity that have a critical impact on greenhouse gas emissions – cities, lands, materials and finance – and to create climate-resilient communities. Our Theory of Change is focused on empowering people to change systems – through exploration, experimentation and demonstration – to enable viable alternatives at scale.

At the heart of our approach is ‘systems innovation as a service’ whereby we create a space for a portfolio of strategic innovation options and experiments, oriented around structural levers of change, designed with and for problem owners.
We act as a multi-sided platform, working across boundaries and across sectors, fostering innovation as a catalyst for transformation. We work together with problem owners, like city and regional governments, industry owners and directors, community organisations and policy makers, to orchestrate a portfolio approach to innovation interventions. We facilitate the creation of innovation consortia. We challenge and seek to enrich business model design. We offer tailored support for experimentation, implementation and scaling. We provide funding. We incubate very early stage ideation and pre-seed innovation with a view of contributing to systemic change. We place an emphasis on education as a driver of behavioural change through new skills and capabilities and on policy innovation. We run programmes for students, start-ups and innovators across Europe via centres in major cities and regions, convening a community of excellence in people and organisations.


Purpose of the role

The job will entail two overall roles: Executive Assistant for the Director of Climate-KIC Spain, including assistance with partner & Stakeholders management for the Spain community and Office Manager. Both roles work closely with the Director on a broad range of administrative and partner management tasks.


Personal Assistant Support to the Director – Spain

  • Support the Director in the organisation and development of meetings with key stakeholders and partners. Take minutes of meetings and collaborate in the delivery of activities.
  • Support the Director in the development of Climate Innovation Ecosystem, and the coordination of the C-KIC Antennas in Spain and EIT Cross-KIC Spain Executive Team.
  • Prepare presentations, reports of activity, docs of agreement & DOI with the support of Legal unit, official letters, documents for meetings and for signature as required.
  • Operate a proactive approach to managing workflow and keep Databases (DB) of documents and contacts. Manage email flow, including filing, prioritising and processing of emails
  • Organise team meetings, away days, arrange conference calls and video-conferencing
  • Support the Director in the application process of new partners, and new opportunities for cooperation with C-KIC, and search for key information in files, reports, website, specialised DB, etc.. and prepare summaries and reports.
  • Undertake other reasonable duties as requested by the Director Spain

Administrative Support to the Leadership Team

  • Manage the agenda of events & meetings of the C-KIC Office and Antennas in Spain.
  • Take and relay accurate and timely messages from telephone callers, deal with correspondence, complaints and queries, escalating as necessary
  • Implement and maintain office procedures and administrative systems
  • Undertake other reasonable administrative and support duties

Communications and Co-ordination

  • Take minutes of meetings and collaborate on the delivery of follow up action
  • Support other key processes at busy times, including reporting, business plans, business development processes, partner communications and other tasks as required
  • Provide support to the leadership team with outputs, workflows and deadlines
  • Development of graphic design communication materials and agendas.
  • Prepare inputs for press releases and the website of Climate-KIC Spain.
  • Manage event attendees (including recruitment, compiling registrations and assist practical event administration activities) for events run by EIT Climate-KIC, and take some photos or videos at events and activities or coordinate this work when hiring a professional service.
  • Help with events planning and execution in Spain and potentially in other locations in Europe and beyond.

Partner & Key stakeholders management support

  • Administer and maintain partner & stakeholder information database and be responsible for the legal compliance to the Personal Data Protection Law in cooperation with Finance Lead.
  • Responsible for the planning, coordination and maintenance of partner information, meetings, and contacts. Dissemination of key Climate-KIC information to partners.

Profile equired

  • Relevant academic background (BA, MSc or equivalent) in business or another relevant degree
  • A minimum of 5 years post qualification experience as Executive Assistant to a senior manager.
  • Experience with office management, project management, project reporting (activity and finance), writing documents and protocol letters, customers & stakeholders relations management.
  • Proven experience of successfully coordinating individuals and teams.
  • Experience of planning and using initiative to improve operational efficiency
  • Professional telephone manner and knowledge of protocol rules.
  • Good computer literacy (Word, Excel, Powerpoint, Outlook, Teams, Sharepoint, Adobe etc. 
  • Ability to take decisions and actions for the Director based on corporate priorities
  • Strong organisational and planning skills – able to balance many priorities at once, paying attention to detail but not losing the overview.
  • Self-motivated, driven and proactive; a self-starter who thrives in a fast-paced environment
  • A high level of independence and drive to achieve results. A flexible and mature approach with ability to work unsupervised.
  • Excellent communication, team work, networking and interpersonal skills, and knowledge of Spanish national & regional ecosystem
  • Excellent spoken and written Spanish and English language skills.
  • Excellent organisational, typing and social media management skills.
  • Proven ability to work under pressure and to tight deadlines. Strong multi-tasker
  • Well presented, with a bright, confident personality
  • Ability to work with an international team, dealing with all levels of colleagues and stakeholders and in a multidisciplinary context
  • Willingness to travel in Spain, but also other parts of Europe from time-to-time

Additional information

Please note that candidates must have the right to work in the EU prior to applying for the position. The successful candidate will normally be based at the nearest EIT Climate-KIC office to where they are currently living.

Our application and recruitment process

Climate-KIC values diversity and welcomes applications from all suitably qualified candidates regardless of age, gender, race, disability, sexual orientation, religion or ethnic background.

Your application should be written in English and consist of:

  • a full curriculum vitae
  • a covering letter describing briefly how your profile, skills and experience meet the criteria outlined in the person specification, and outlining your interest in and vision for the role.
  • your current salary
  • where you saw this role advertised.

Please send your full application using the “apply now” button above. You should state your full name, followed by the role for which you are applying for in the subject line of the email. The deadline for receipt of applications is 23.59 GMT on the date published on the job advert.

Receipt of your application will be acknowledged by email.

Your application will be reviewed on or around the closing date for the vacancy for which you have applied. If your application is shortlisted for interview, you will be contacted directly by Climate-KIC.

Candidates invited to a first interview, will be notified of the outcome and informed about next stages if they are successful.

NB/ This advertisement will be taken down from the website after the closing date so it is a good idea to copy and keep the text for reference to use should you be invited to interview.

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