Executive Assistant (Part-Time)

Executive Assistant (Part-Time) Individual Contractor Position (Remote Working)Part-time (4 days per week) – Consulting Contract to December 31, 2026

Job Description

The Global Buildings Performance Network is a rapidly growing international not-for-profit organisation with a mission to reduce the impacts of climate change through policy reform in the buildings sector. Having been operating as a global think-tank in buildings and climate policy for nearly ten years, we are now transitioning to a social enterprise working in the field to reform policy, principally in India and Indonesia. We therefore need to innovate many of our program and operations management, and collaboration approaches to suit a decentralised network aiming to achieve policy reforms that lead to measurable abatement of emissions, increased health and employment in a sustainable buildings sector.

To continue this trajectory, GBPN is seeking a highly capable and trusted Executive Assistant to provide high-level administrative, governance, and coordination support. This senior support role is critical to enabling the effective functioning of the CEO, Board, C‑Suite and key organisational processes.

The role suits an experienced Executive Assistant who can work autonomously, manage priorities with sound judgement, and handle confidential matters with discretion. The position is fully remote and structured for four days per week.

Reports to: Chief Executive Officer

Scope of Work

Executive & Priority Management

• Manage the CEO’s calendar, priorities, and task lists
• Coordinates with CEO on timely approvals & signatures required for GBPN, Yayasan and SAS ONE Global
• Help with coordination of travel, logistics, flight booking, accommodation and travel agenda
• Book Trip Requests and Travel expenses to Zoho Expense on behalf of CEO
• Attending meetings at the request of CEO
• Track actions, deadlines, and follow-ups across CEO responsibilities
• Maintain efficient filing system of all documents required by CEO
• Proactively support and resolve issues directed to CEO, thus minimizing matters brought to the attention of the CEO
• Anticipate needs and support effective decision‑making
• Coordinate Fundraising Committee meeting scheduling and administration
• Populate the Proposal / Donor pipeline tracker to support
• Finance scenario modeling and financial planning
• Manage the SmartSheets Opportunity Tracker, ensure new opportunities and related documents are ready for weekly exec meetings review, update tracker post meeting
• Conduct any follow ups required with Opportunity/Proposal leads
• Coordinate meeting scheduling and administration for GBPN’s CORE Grant Renewal Process
• Prepare agendas, track actions, and manage timelines and documentation
• Coordinate preparation of all due diligence documents requested by Crux for the Grant Renewal
• Ensure consistent follow‑up and accurate record‑keeping

Board & Governance Support

• Schedule and coordinate Board Committee meetings
• Schedule and coordinate Executive Meetings
• Coordinate annual Board meetings/GA cycle, including forward planning of meetings with Board Members.
• Prepare agendas, circulate papers, and manage meeting logistics
• Prepare Board slide‑deck template and coordinate timely inputs with all departments
• Prepare Board resolutions, written approvals, and formal records
• Take accurate minutes and track decisions and action items
• Maintain governance records, renewals of Board Terms, and confidential documentation

GMG and Org‑Wide Meetings Scheduling and Administration Support

• Schedule GMG meetings for related timezone
• Schedule Huddles, Townhalls, Solutions Hubs and other org‑wide meetings in coordination with their lead
• Manage the facilitation schedule for the monthly GMG
• Ensure monthly facilitator has access to the GMG facilitation package
• Review/edit AI notes, ensure accuracy and post to the intranet

Internal Grant Committee Administration Support

• Schedule & attend bi‑weekly IGC meetings, record/edit & distribute AI minutes ensuring accuracy
• Prepare & distribute any documents from smartsheets project intake tracker prior to the meeting
• Update Smartsheets Project Intake tracker post meeting
• Conduct any required follow ups with Country Directors and/or project managers
• Upload & lock approved PDs to IGC folders – creating a link to subsequent project folders.

Donor & Stakeholder Coordination

• Manage follow up on donor enquiries
• Coordinate follow‑up communications and scheduling with the CEO
• Maintain organised records of donor interactions and next steps

Global Network Administration Support

• Log changemaker recommendations from forms, meetings, and networking into the network tracker
• Coordinate evaluations against agreed criteria and compile vetted profiles
• Circulate shortlisted changemakers to the GMG, track objections, and schedule review meetings where required
• Record decisions and update the network log for both onboarded and non‑onboarded changemakers
• Prepare and send official invitation letters and schedule onboarding calls
• Collect bios and headshots and upload approved profiles to the website (WordPress)
• Create and maintain changemaker records in Zoho CRM and internal GBPN systems

General Administration

• Draft correspondence and prepare documents as required
• Maintain shared systems, calendars, and task trackers
• Provide ad hoc support to the CEO and C‑Suite as needed

Skills and Qualifications

• Tertiary Qualification in Business Administration or related field
• 7+ years demonstrated experience supporting a CEO or senior executive as an Executive Assistant
• Strong organisational and time‑management skills
• Excellent written communication and minute‑taking capability
• High levels of discretion, integrity, and professionalism
• Ability to work independently in a remote environment
• Experience supporting Boards or governance processes
• Experience in a not‑for‑profit, international, or mission‑driven organisation
• Familiarity with grants, donor engagement, or philanthropy

Preferred Qualities

• Proactive, reliable, and detail‑oriented
• Calm, adaptable, and solutions‑focused
• Professional, confident, and personable communicator
• Strong alignment with GBPN’s mission and values

Conditions

• Fully remote – Location: Work from own premises
• Availability required during Melbourne and Singapore business hours , with flexibility for international meetings (i.e. incl. EU/US timezone)

Anticipated start of work: Not later than 31/03/2026

This position is available for immediate commencement and is offered as a fixed‑term fee for service rate consulting contract for approximately 4 days per week over a 9 month period with possibility for extension based on performance and funding availability. GBPN requires the consultant to work from their normal place of work. Communication with GBPN team members around the world is largely online and may require working outside normal working hours.

Direct report

In this role you will be reporting to the CEO

How to apply

Email proposals by March 31, 2026 to: (include EXECUTIVE ASSISTANT in the email subject line).

Please provide:

• Your CV and a cover letter detailing qualifications to perform the role, including relevant experience, and description and/or links to similar assignments. The letter should also indicate your preferred start date.
• A proposal detailing your approach for the services and work described, including number of days per week, your daily rate and total fee for services in $US Dollars including all applicable taxes and charges.

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