Reports to : Programmes and Operations Lead
Loom is a new non-profit, pop-up strategy centre designed for the big challenges facing decision-makers today – economy, environment, and national security. We draw together thinkers, leaders and practitioners from different fields—like business, international relations, defence, trade, finance, environmental protection, and community outreach—to explore how to overcome barriers, bridge divides, and advance economic, national security and climate priorities. We show how the threads between these different issues can come together to weave a shared direction.
Loom is currently hosted by Our Common Home (OCH), a Swiss-based NGO, but is finalising its establishment as an independent Swiss foundation. We operate under a fully remote and agile “pop-up” model with a core team based mostly in Europe, and a group of high-level Global Advisors aroun d the world. We bring together additional experts as needed, through consultancies and partnerships.
This role:
The Coordinator will support the planning and execution of all Loom events, meetings and travel, and will provide critical administrative support to the entire team. This is a critical role in a newly formed and expanding team, aiming at building a supportive, dynamic, and impact-oriented work environment.
About you:
You are a doer and a teamplayer who thrives in nimble, dynamic, start-up environments. You are extremely organized and have an eye for detail. You are good at anticipating needs and finding practical and efficient solutions. You are a skilled and confident communicator, and you enjoy working at the heart of a team both in-person and virtually.
Key Responsibilities:
Event organization: Lead the end-to-end planning and coordination of events and meetings (approx. 40%)
* Oversee all pre-event preparations, including vendor coordination, venue booking, invitations, travel arrangements, communication with participants, expense tracking.
* Manage on-the-ground execution of events, ensuring smooth delivery and troubleshooting.
* Coordinate post-event operational matters (invoices, reimbursements, internal reporting and lessons learned).
* Ensuring timely communication with the team throughout the process.
* Develop and update internal guidance for events, including a rolling list of vendors, venues and cost estimates.
Team support: Act as a central point of contact for internal team needs, promoting strong collaboration and communication (approx. 60%)
* Provide general administrative and clerical support to staff, including travel arrangements, internal and external meeting scheduling.
* Information management: manage shared inboxes and calendars, maintain an electronic filing system, and assist in compiling, formatting, and distributing documents.
* Workflow management: monitor and track deadlines, deliverables, document action items and follow-up with team members to ensure timely completion of assigned tasks.
* Track expenses and assist in preparing budget forecasts. Process purchase orders, invoices, and expense reimbursements, where necessary.
* Provide administrative support for Board meetings, audits, team meetings, staff onboarding (general retroplanning, logistics, compilation and distribution of documents).
* Help to fine-tune Loom’s operational architecture (internal policies, handbooks, collaborative tools).
This role involves periodic travel to support events or meetings. All travel is planned and communicated with advance notice.
Skills and Experience:
* A minimum of 3 years of work experience in administrative and/or event organization.
* Demonstrated experience working with hybrid or fully remote teams.
* Demonstrated experience organizing small and large international events involving high-level participants.
* Understanding of basic project management concepts.
* Proficiency in English and French (written and oral).
* Proficient in Google Workspace and Microsoft Office Suite and familiar with work management and collaborative online tools.
* Understanding of data privacy and security protocols.
* A degree in a relevant field (e.g. event management, administration) is desirable.
We care most about your character and values. While educational qualifications and certifications are appreciated, they are secondary to your mindset and experience.
What we offer:
* The opportunity to help forge a new entity, with space for growth .
* A collaborative and intellectually stimulating environment.
* Flexible, remote-first working conditions with good work-life balance.
* Initial 12-month contract with potential to extend.
#J-18808-Ljbffr