Executive Assistant to Chief Executive Officer

Executive Assistant to Chief Executive Officer Join to apply for the Executive Assistant to Chief Executive Officer role at European Climate Foundation. Pl Global Grids Catalyst (GGC) is a collaborative Secretariat hosted by the Pooled fund on International Energy (PIE) at the European Climate Foundation. GGC brings together philanthropic funders, civil society, and technical experts to accelerate global investment and modernisation of electricity grids. The Executive Assistant ensures smooth internal coordination and provides the administrative foundation that enables the team to operate effectively and deliver on its mission. About the role The Executive Assistant provides comprehensive administrative and logistical support to the Global Grids Catalyst (GGC) team. This role ensures smooth day-to-day operations, effective coordination across global time zones, and well-organised meetings, events, and communications. The Executive Assistant will support the Executive Director, the Program Director – Grid Systems, and the Program Director – Asia, enabling them to focus on strategic, technical, and partnership priorities. This position is central to keeping the team focused, efficient, and well-coordinated. Key responsibilities A. Executive Support Manage the Executive Director’s calendar, scheduling, correspondence, and travel arrangements. Provide administrative support to the Program Directors, including scheduling, coordination, and meeting preparation. Draft, edit, and format correspondence, presentations, and internal communications. Maintain a system for tracking priorities, deadlines, and follow-up actions on behalf of leadership. B. Meeting & Event Logistics Provide support for logistics for in-person events such as funder meetings, COP side events, retreats, and team workshops. Prepare agendas, meeting materials, slide decks, and briefing notes; take and distribute detailed notes as needed. Track action items and ensure timely follow-up across team members and partners. Setup and operate virtual and hybrid meetings across multiple time zones with careful attention to accessibility and participation. C. Operations & Administrative Support Support the ED and PDs invoice processing, reimbursements, vendor payments, and contract coordination with PIE’s operations team. Maintain team calendars, contact lists, and knowledge management systems (e.g., shared drives, document libraries). Assist with onboarding of new team members, ensuring smooth access to systems and information. Help maintain internal workflow processes and ensure clear communication across distributed team members. Provide ad hoc administrative support to the Operations Lead and other Secretariat staff as needed. Experience and competencies Required Qualifications Minimum 5 years of experience as an Executive Assistant or in administrative support roles. Strong organisational and multitasking skills with exceptional attention to detail. Excellent written and verbal communication skills and strong interpersonal abilities. Proficiency in Microsoft Office or Google Workspace and comfort with learning new digital tools. Experience coordinating logistics for events, meetings, and international travel. Preferred Qualifications Prior experience working in international, remote, or multicultural environments. Familiarity with NGO or philanthropic operations. High level of discretion and sound judgment when handling sensitive or confidential information. Basic knowledge of accounting, procurement, or expense management systems. What we offer A unique opportunity to work as part of a highly dynamic international team that combines passion for making a difference with a rigorous approach to work. Access to an extensive network of close partners with technical expertise, strong international and local change-making experience, and deep knowledge of grantmaking and strategy development. A highly flexible, self-managed approach to day-to-day work arrangements. An attractive salary at general market rates, cell phone and subscription, laptop. Contract type: permanent/indefinite. Location Fully remote role, based in the Americas to align with the Executive Director’s schedule. Flexibility required to support coordination across global time zones. Occasional travel for Secretariat meetings or major events. How to apply Please send your CV and a short cover letter in English. #J-18808-Ljbffr