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.
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.
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.
- 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.
- Fully remote role, based in the Americas to align with the Executive Director's schedule.
- Flexibility is required to support coordination across global time zones.
- Occasional travel for Secretariat meetings or major events.
Q1 2026
Please send your CV and a short cover letter in English.
