Executive Assistant & Team Support Lead, Executive Office

Position description

The Global Energy Alliance for People and Planet (GEAPP) brings together philanthropy including the IKEA Foundation, The Rockefeller Foundation and the Bezos Earth Fund, governments, technology, policy and development partners, and the private sector to tackle the twin challenges of energy access and transition in emerging and developing countries. By 2030, we aim to expand clean energy access to one billion people, enable 150 million new jobs and reduce 4 gigatons of future carbon emissions. We believe clean energy is development: without it, every other form of progress is undermined so we’re building a movement to unlock a new era of inclusive green economic growth that accelerates universal energy access while enabling the global community to meet critical climate goals during the next decade.  

About the Role

The Executive Assistant & Team Support Lead, Executive Office is a critical role within the Global Energy Alliance for People and Planet (GEAPP), providing high-level administrative, operational, and project management support to the Executive Office team—which includes the CEO, Managing Director of Strategy, and Special Assistant to the CEO.

This position requires an exceptionally organized, proactive, and detail-oriented professional who thrives in a fast-paced environment and can seamlessly manage multiple priorities. The Executive Assistant & Team Support Lead will act as a strategic enabler, ensuring the Executive Office team functions efficiently while fostering collaboration across the organization and with external stakeholders.

Key Responsibilities

1. Executive & Administrative Support

• Provide comprehensive high-level administrative support to the CEO, Managing Director of Strategy, and Special Assistant to the CEO, anticipating their needs and ensuring seamless day-to-day operations.
• Expertly manage complex calendars, prioritizing and coordinating a high volume of meetings, engagements, and strategic discussions across time zones.
• Arrange and manage domestic and international travel, ensuring tightly coordinated schedules, detailed itineraries, and seamless logistics.
• Handle confidential and time-sensitive communications, demonstrating sound judgment and discretion.
• Assist in preparing meeting agendas, briefing materials, presentations, and reports for executive discussions and decision-making.

2. Strategic Project Management & Coordination

• Serve as a liaison and coordination hub for the Executive Office team, ensuring key workstreams and initiatives progress effectively.
• Utilize CRM and project management tools (e.g., Salesforce) to track deliverables, budgets, timelines, and priorities for Executive Office-led initiatives.
• Provide workflow and project coordination support, ensuring follow-through on strategic priorities.
• Identify bottlenecks, mitigate risks, and provide solutions to optimize executive workflow and decision-making. 
• Support cross-functional alignment with teams across Partnerships, Fundraising, Investments, Finance, Legal, Operations, Impact, and Regional Programs.

3. Stakeholder & Relationship Management

• Serve as a point of contact for internal and external stakeholders, maintaining strong relationships with senior leaders, external partners, and dignitaries.
• Support communications and coordinate engagement with partners, ensuring timely follow-ups and high-touch relationship management.
• Support high-level meetings, events, and conferences, both internally and externally.

4. Operational & Team Support

• Manage logistical and operational needs for the Executive Office, including office resources, IT support coordination, and administrative infrastructure.
• Support smooth execution of team events, off-site meetings, and leadership retreats, handling logistics such as venue selection, technology support, and catering.
• Support budget tracking and expense management for the Executive Office team, ensuring accurate and timely processing.
• Works on special projects as directed by the Executive Office team

Education & Experience

• Bachelor’s degree required; a concentration in business administration, nonprofit management, international relations, or a related field is preferred.
• 6+ years of experience providing high-level executive support to C-suite executives, preferably in a complex, global, and high-stakes environment.
• Prior experience in an international business, philanthropy, nonprofit, or mission-driven organization is highly desirable.
• Experience working within a fast-paced, matrixed organization with multiple offices and managing cross-functional workflows.
• Demonstrated expertise in executive scheduling, stakeholder engagement, and relationship management at the highest organizational levels.
• Strong project management and workflow coordination experience, with the ability to drive multiple initiatives simultaneously and efficiently.
• Experience in a collaborative, entrepreneurial environment, particularly in building and refining processes, policies, and administrative infrastructures.
• Proven ability to manage complex international travel logistics, including visas, itineraries, and cross-cultural considerations. Global work experience or intercultural competence is a plus.

Skills & Core Competencies

• Exceptional organizational, multitasking, and problem-solving skills, with the ability to anticipate needs, resolve issues proactively, and manage competing priorities seamlessly.
• Strong judgment, discretion, and professionalism, particularly when handling sensitive or confidential information.
• Outstanding written and verbal communication skills, with the ability to draft high-level documents, correspondence, and presentations with clarity and precision.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and experience with CRM and project management tools (Salesforce, Monday.com, Asana, or similar platforms).
• Ability to work independently while maintaining a collaborative, team-oriented approach in a dynamic and fast-paced environment.
• Excellent relationship management skills, with experience engaging high-level stakeholders, board members, and external partners.
• Detail-oriented, proactive, and solutions-focused, with a track record of executing complex tasks with a high degree of accuracy.
• Strong ability to navigate, influence, and coordinate across multiple departments and senior leadership teams.
• Experience supporting C-suite executives with international engagements, including coordinating high-level meetings and diplomatic protocols.

Behavioural Competencies

• Drive - The drive and determination to set, meet, and improve upon the highest standards of performance.
• Taking Initiative - Identify what needs doing and take action to get it done.
• Commitment - Belief in your role and its value to the organization.
• Integrity - Ability to maintain job-related, social organizational, and ethical norms.
• Managing Performance - The drive and determination to set, meet, and enhance personal performance.
• Teamwork - Working cooperatively and collaboratively with others to achieve business goals.
• Professional Knowledge & Judgement - Has extensive knowledge of their area of expertise; understands how this fits in with the business and uses this to provide a superior service.
• Confidentiality - Maintains absolute confidentiality over business information at all times.
• Adaptability - Ability to maintain effectiveness in changing environments, tasks, responsibilities, or people. 
• Resourcefulness - Figuring out how to get over, around, or through barriers to success, and then doing it.

Application instructions

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