The Pooled-fund on International Energy (PIE) is an international grant-making and strategy platform. PIE collaborates with foundations, peer re-granting organizations, and more than 200 civil society partners to promote clean energy and phase out coal and gas, all within the framework of a just transition. Established in 2013, PIE is hosted by the European Climate Foundation. The PIE team consists of a small, dedicated group of exceptional individuals based around the world. We seek to operate in accordance with a core set of values: Empowering and Caring Team, Bold Action with Urgency, Collaboration for Real World Impact, Resilient Partner with Climate Ecosystem, and Evidence-Based Decision-Making. More information about PIE at: www.pieclimate.org
The Executive & Programme Coordinator provides comprehensive administrative and logistical support to one of the Programmatic departments at PIE. This role ensures smooth day-to-day operations, effective coordination across global time zones, and well-organised meetings, events, and communications. The Executive & Programme Coordinator will support the Executive Director (ED), the 3-6 Programme Directors, and the relevant Programme team (12 - 20 team members) in their day-to-day operations, enabling them to focus on strategic, technical, and partnership priorities. This position is central to keeping the team focused, efficient, and well-coordinated. This role requires flexibility to support coordination across global time zones, including working outside of standard working hours approximately 1-2 times per month and occasional travel for meetings and major events.
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Manage the Executive Director's calendar, scheduling, correspondence, and travel arrangements.
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Provide administrative support to 3-6 Programme Directors, including scheduling, coordination, and meeting preparation in coordination with the ED.
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Draft, edit, and format correspondence, presentations, and internal communications.
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Maintain a system for tracking priorities, deadlines, and follow-up actions on behalf of leadership.
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Provide logistics support for in-person meetings, events, and workshops for both internal and external participants.
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Prepare agendas, meeting materials, slide decks, and briefing notes; take and distribute detailed notes as needed.
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Track action items and ensure timely follow-up across team members and partners.
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Set up and operate virtual and hybrid meetings across multiple time zones with careful attention to accessibility and participation.
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Support the ED in invoice processing, reimbursements, vendor payments, and contract management for the team, in partnership with PIE's Operations team.
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Maintain team calendars, contact lists, and knowledge management systems (e.g., shared drives, document libraries).
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Together with the operational teams, assist with onboarding of new team members, ensuring smooth access to team-specific systems and information.
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Help maintain internal workflow processes and ensure clear communication across distributed team members.
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Provide ad hoc administrative support where needed for the broader Executive Leadership team of PIE.
Required Qualifications
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3-5 years of experience as an Executive Assistant, Team Assistant, Event Coordinator, Project Coordinator or in other administrative support roles.
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Strong organisational and multitasking skills with exceptional attention to detail.
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Excellent written and verbal communication skills in English; other languages are a plus.
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Strong interpersonal abilities, able to work well with people from a variety of cultures and personalities.
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Proficiency in Microsoft Office and comfort with learning new digital tools (digital meeting, project management etc.).
Preferred Qualifications
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Prior experience working in international, remote, or multicultural environments.
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Excitement for PIE's mission
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High level of discretion and sound judgment when handling sensitive or confidential information.
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Basic knowledge of budget management, procurement, or expense management systems.
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Experience with process improvement and process documentation.
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Experience coordinating logistics for events, meetings, and international travel.
- 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.
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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.
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A highly flexible, self-managed approach to day-to-day work arrangements.
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An attractive salary at general market rates and a work laptop.
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Contract type: 1 year contract with an expectation for extension.
- Fully remote role, with preferences for candidates located in South Africa,The Netherlands, Belgium, France, and the UK to facilitate ease of coordination with the Executive Directors.
As soon as possible - ideally before Q3 2026
The deadline for applications is 14 August 2026 by 17:00CEST
Applicants are encouraged to upload their CV and motivation letter (200 words max.) as one combined document.
