Senior Executive Coordinator at Greenpeace

The Senior Executive Coordinator serves as a trusted advisor and right hand to the ED, enabling them to focus on organizational leadership, strategy, and external engagement

Main Duties

Executive Support & Strategic Coordination


Manage and prioritize the ED's complex calendar, travel, and meeting schedule, ensuring alignment with strategic priorities.
Coordinate with departments via the Comms Director to prepare the ED for internal and external engagements: briefings, dossiers, talking points, speeches, presentations.
Track follow-ups and decisions from ED and SMT meetings to ensure timely implementation.
Anticipate needs, flag risks, and proactively propose solutions to support the ED's effectiveness.


Office of the Executive Director (EDO) Operations


Oversee the day-to-day functioning of the EDO, including workflow, planning, and coordination with departments.Develop and maintain systems and processes to enhance information flow, documentation, and data management.
Ensure quality control of documents, correspondence, and communications that originate from the EDO.
Coordinate cross-organizational priorities, special initiatives, and time-sensitive assignments.


Senior Management Team (SMT) Support


Serve as the primary coordinator for SMT operations (agendas, minutes, action and decision logs).Support information sharing and collaboration across leadership units
Support preparation for retreats, annual planning, SLT retreats, EDO, and GLT meetings.
Ensure the ED is equipped with the information needed to guide decisions, support and evaluate SMT performance.


Governance & Board Liaison


Support the ED in preparing for Board meetings: meeting packs, logistics, briefings, follow-ups.
Liaise with the Governance coordinator on Board matters for follow up and ensure timely communication on governance matters.
Support the Governance Coordinator to maintain archives of Board decisions and support compliance with governance policies.


External Relations & Stakeholder Management


Assist with high-level external engagements, including donors, partners, government officials, and networks. Represent the ED's Office in select meetings, ensuring professionalism and clarity.
Draft and review correspondence, policy briefs, and public-facing materials.


Project & Event Coordination


Lead and/or coordinate key cross-organizational projects or ED-led initiatives.
Support planning and execution of high-level events, missions, and strategic engagements.
Manage consultants or temporary staff working on Executive Office projects.


Qualifications, Experience and Skills


A Bachelor's degree in Public Administration, Management, International Relations, or related field.
Minimum 5 - 7 years of experience in executive coordination, chief-of-staff-type roles, or senior administrative support, ideally in NGOs, philanthropy, international institutions, or government.
Demonstrated experience supporting C-suite executives or senior leaders.
Experience managing fast-paced, high-pressure environments with discretion and professionalism.
Strong analytical and organisation skills, pro-active and pragmatic with exceptional process management skills.
Ability to manage confidential information with absolute discretion.
Excellent judgment, problem-solving, and decision-making.
Strong interpersonal skills with the ability to work across diverse teams and cultures.
Proficiency in Microsoft 365, Asana, Google Workspace, project management tools, and productivity software.
Fluency in English is required; French is highly desirable (bilingual).