Executive & Programme Coordinator

A. Executive Support

Manage the Executive Director’s calendar, scheduling, correspondence, and travel arrangements. Provide administrative support to 3-6 Programme Directors, including scheduling, coordination, and meeting preparation in coordination with the ED. 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 logistics support for in-person meetings, events, and workshops for both internal and external participants. 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. Set up and operate virtual and hybrid meetings across multiple time zones with careful attention to accessibility and participation.

C. Operations & Administrative Support

Support the ED in invoice processing, reimbursements, vendor payments, and contract management for the team, in partnership with PIE’s Operations team. Maintain team calendars, contact lists, and knowledge management systems (e.g., shared drives, document libraries). Together with the operational teams, assist with onboarding of new team members, ensuring smooth access to team-specific systems and information. Help maintain internal workflow processes and ensure clear communication across distributed team members. Provide ad hoc administrative support where needed for the broader Executive Leadership team of PIE.

Experience and competencies

3-5 years of experience as an Executive Assistant, Team Assistant, Event Coordinator, Project Coordinator or in other administrative support roles. Strong organisational and multitasking skills with exceptional attention to detail. Excellent written and verbal communication skills in English; other languages are a plus. Strong interpersonal abilities, able to work well with people from a variety of cultures and personalities. Proficiency in Microsoft Office and comfort with learning new digital tools (digital meeting, project management etc.).

Prior experience working in international, remote, or multicultural environments. Excitement for PIE’s mission High level of discretion and sound judgment when handling sensitive or confidential information. Basic knowledge of budget management, procurement, or expense management systems. Experience with process improvement and process documentation. 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. 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 and a work laptop. Contract type: 1 year contract with an expectation for extension.

Location

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.

Start date As soon as possible – ideally before Q3 2026

How to apply 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.

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.