Executive Office Assistant

For over a century, the World Energy Council has united leaders, innovators, and changemakers from across the globe to shape a fairer and faster energy transition for all. We bring together 18,000+ international leaders, CEOs and changemakers and 100+ ministers, to accelerate progress and spark collaboration. We are now seeking an exceptional Executive Office Assistant to provide high-quality, proactive administrative and coordination support to our COO as the primary principal, and in turn to the Head of Executive Office and the Senior Leadership Team (SLT) in matters relating to the Executive Office.

About the Role

This is a detail-oriented, relationship-driven role that requires discretion, sound judgement, and the ability to manage competing priorities in a fast-paced, international environment. The Executive Office Assistant is a key member of the Executive Office, ensuring that the COO and the wider office function operate smoothly, professionally, and efficiently. This role requires a confident, proactive individual who thrives in a dynamic, mission-driven environment and someone who can represent the Executive Office with integrity, discretion, cultural sensitivity, and a high standard of professionalism.

Key Responsibilities

• Executive Support to the COO and CEO
  • Coordinate the COO's complex diary, scheduling meetings and appointments with accuracy and forward planning.
  • Monitor and manage the COO's inbox, triaging correspondence, drafting responses and ensuring timely follow-up.
  • Arrange all travel logistics for the COO and CEO as directed, including flights, hotels, visas and transfers, coordinating with local hosts and internal colleagues.
  • Assist in the preparation of consolidated itineraries, briefing packs and supporting materials ahead of travel and key meetings.
  • Draft and manage correspondence, documents and presentations on behalf of the COO.
  • Process and reconcile the CEO and COO's expenses in a timely and accurate manner.
  • Provide ad hoc research and project support to the COO, including pulling together briefings, background notes and summaries as directed.
• Executive Office Operations
  • Provide day-to-day administrative support to the Head of Executive Office, ensuring the smooth running of the office.
  • Maintain shared calendars, folder structures, templates, signature files and letterhead, keeping these current and accessible.
  • Act as a reliable first point of contact for the Executive Office, directing queries appropriately and with professionalism.
  • Support the flow of information within the Executive Office and with wider teams, ensuring timely and accurate dissemination of key materials and communications.
• SLT Coordination (Executive Office Related)
  • Coordinate logistics for SLT meetings and in-person gatherings, including room bookings, catering and onsite arrangements.
  • Prepare and circulate meeting agendas, papers and attendance lists, ensuring these reach relevant parties ahead of schedule.
  • Take accurate minutes of meetings and track and follow up on agreed actions.
  • Provide responsive coordination support to SLT members in matters that sit within the Executive Office remit.
• Governance Administration
  • Maintain the governance meetings calendar, including Officers’ Council, Executive Assembly, Board and committee meetings.
  • Issue meeting invitations and circulate materials, preparing attendance lists in advance and distributing to the Chair, Secretary General and COO.
  • Support officer on- and off-boarding processes, including updates to Companies House, the Charity Commission, the CRM, website handover to the Communications team and the organisation’s letterhead; issue standard onboarding packs and coordinate initial introductory meetings.
  • Maintain governance records, decisions and action logs with accuracy and confidentiality.
• Stakeholder & CRM Management
  • Maintain accurate stakeholder contact records in the CRM, ensuring data is kept up to date with interaction notes and relevant insights.
  • Support the COO in managing relationships with key stakeholders, including members, patrons and external partners, as directed.

About You

You bring exceptional organisational skills to everything you do, managing multiple priorities with calm efficiency even when the pace is demanding. Discretion, integrity and professionalism are second nature to you - you handle sensitive information with absolute confidentiality, uphold the values and behaviours expected at the most senior level, and exercise sound judgement when managing a senior leader's inbox and calendar, knowing instinctively what to prioritise and when to escape. Your written and verbal communication skills are first-rate, enabling you to draft professional correspondence and materials to a consistently high standard, with an unwavering commitment to accuracy and quality. Equally comfortable working across geographies and cultures, you bring strong diplomatic and interpersonal skills to every interaction, building relationships with warmth, cultural respect and genuine care for colleagues across global teams. Collaborative and proactive by nature, you maintain a positive, can-do outlook and hold your composure under pressure - modelling the kind of excellence in service delivery and continuous improvement that sets the tone for those around you.

Experience & Qualifications

• Educated to degree level or with equivalent professional experience.
• Proven experience as an Executive Assistant or Personal Assistant supporting senior leaders, ideally within a mission-driven, international or membership-based organisation.
• Excellent diary management and international travel coordination skills, with strong attention to detail.
• Experience of taking minutes and managing action logs in a professional setting.
• Experience of governance administration and/or working with boards, committees or trustees is advantageous.
• Fluency in English essential; a second language (particularly French) is an advantage.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable with CRM systems.

Who are we? The World Energy Council is the world’s oldest independent and impartial community of energy leaders and practitioners. Through our Humanising Energy vision, we involve more people and communities in accelerating clean and just energy transitions in all regions. Founded in 1923, the Council convenes dialogues such as the World Energy Congress and provides tools like the World Energy Trilemma Framework to inform agendas and support impact across a network spanning ~100 countries and 3,000+ organisations. By joining us, you’ll be part of a team driving faster, fairer, and more inclusive energy transitions worldwide.