Executive Office Assistant

Location: London (hybrid)

Contract Type: Permanent | Full-time

Reporting to: COO

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…