Practical Action is a change making organisation that works in unconventional ways. We put ingenious ideas to work so people in poverty can change their world.
We do things differently, so answers that start small can grow big – bringing people together in bold collaborations, using innovation and knowledge to build futures free from poverty and help shape a world that works better for everyone.
About the role
This is a unique opportunity to join Practical Action at an exciting and pivotal point in our journey. We are seeking an exceptional Executive Assistant to provide dedicated support to our Interim CEO during a period of transformation, growth and strategic development, while we recruit and appoint our permanent CEO. Working at the heart of the organisation, you will play a key role in ensuring continuity, maintaining momentum and supporting the successful transition to new leadership. This highly visible position offers the opportunity to contribute directly to the next chapter of Practical Action’s impact and ambition.
We are looking for an experienced, highly organised and proactive Executive Assistant who can provide outstanding strategic and operational support to the CEO of a respected international development organisation. Acting as a trusted partner, you will enable the CEO to focus on organisational leadership, external engagement, fundraising and the delivery of strategic priorities.
The role encompasses complex diary and inbox management, preparation of high-quality briefings and correspondence, Board and governance support, and coordination with senior stakeholders across the organisation and internationally. You will work closely with colleagues, partners and supporters across multiple countries, cultures and time zones, ensuring the smooth and effective operation of the Executive Office.
Accountabilities
Executive and CEO Office Support
* Proactively manage the CEO’s diary, inbox and correspondence, exercising independent judgement in prioritising requests and protecting time for strategic priorities.
* Prepare and commission high-quality briefings, background notes, talking points and presentation materials to ensure the CEO is fully prepared for all meetings and engagements.
* Draft, review and quality‑assure outgoing correspondence, reports and communications on behalf of the CEO.
* Coordinate and manage complex domestic and international travel arrangements, itineraries, visas and logistics for the CEO and COO, ensuring efficiency and value for money.
* Manage the CEO and COO’s expense reporting and the Executive Office budget, maintaining accurate records and flagging issues proactively.
* Serve as the first point of contact for the CEO’s office, managing enquiries from staff, partners, donors and stakeholders with professionalism and discretion.
* Work closely with the Internal Communications and Social Media team lead to ensure CEO internal and external communications are delivered well.
Board and Governance Administration
* Lead the end-to-end administration of Board of Trustee meetings and sub-committees, including scheduling, preparation of Board papers, agenda coordination and minute-taking, utilising AI.
* Maintain the governance calendar and ensure all regulatory and statutory reporting deadlines are met in coordination with the Company Secretary, CEO and COO.
* Support the onboarding of new Trustees and maintain up-to-date records of Board membership, terms of office and declarations of interest.
* Build strong working relationships with Trustees, acting as a responsive and reliable point of contact between Board meetings.
* Assist with the organisation of the Annual General Meeting and other governance events.
Leadership Team Coordination
* Coordinate the Global Leadership Team (GLT) meeting cycle, including agenda-setting, papers, actions and follow-up, working closely with the CEO and members of GLT.
* Support the CEO in tracking GLT action items, strategic priorities and key commitments, flagging issues and ensuring accountability.
* Co‑ordinate with Regional and Country Directors on the Senior Leadership Team (SLT) meetings, including agenda-setting, papers, actions and follow-up.
* Assist with the preparation of materials for all‑staff communications, leadership away‑days and organisational events.
* Build effective working relationships across Practical Action’s global offices, navigating time‑zone differences and cultural contexts with sensitivity.
Stakeholder and Partnership Support
* Support the CEO’s engagement with major institutional donors, trusts and foundations, bilateral agencies and high‑value partners, including managing contact records and briefing materials, liaising closely with the business development and philanthropy teams.
* Coordinate logistics for high‑level external visits, delegations, conferences and events involving the CEO.
* Assist with donor stewardship activities and the preparation of materials for fundraising and partnership development.
* Represent the CEO’s office professionally in interactions with government officials, international organisations and peer NGOs.
Project and Research Support
* Take on research and project management tasks as directed by the CEO.
* Continue to test and utilise AI tools to increase efficiency and effectiveness and share learnings with other members of Practical Action.
* Support the delivery of special initiatives and cross‑organisational projects led from the Executive Office.
* Maintain confidential files and records management systems for the CEO’s office, ensuring compliance with GDPR and information governance policies.
Qualifications, Knowledge and Experience
* Significant experience (typically five or more years) as an Executive Assistant or Personal Assistant supporting a Chief Executive or equivalent senior leaders in a complex and or charitable organisation.
* Demonstrable experience of Board and governance administration, including minuting meetings and managing trustee or director‑level relationships.
* Excellent written and verbal communication skills, including the ability to draft high‑quality correspondence, briefing papers and presentations to Board or senior stakeholder standard.
* Outstanding organisational skills and attention to detail, with the ability to manage competing priorities, meet deadlines and maintain quality under pressure.
* High degree of discretion, confidentiality and professional judgement in handling sensitive information about people, partners and organisational matters.
* Strong interpersonal skills and emotional intelligence, with the ability to build trust and credibility with senior internal and external stakeholders.
* Experience of coordinating complex international travel and managing logistics across multiple time zones.
* Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), AI tools and the ability to learn new digital tools quickly.
* Experience working in an international NGO, development organisation or comparable mission‑driven environment.
* Familiarity with funder relationships.
* Experience supporting or working in an organisation with offices or programmes in the Global South.
* Knowledge of charity law and UK charity governance, including Charity Commission requirements.
* A second language relevant to Practical Action’s programme geographies (e.g. French, Spanish, Arabic).
* Experience with CRM or stakeholder management systems.
Skills, Abilities and Competencies
* Problem‑solving
* Strong Communication & Diplomacy
Equal Opportunity Statement
Practical Action believes that having a diverse workforce and inclusive workplace culture based on respect will enable us to be an effective organisation. We seek to create an inclusive workplace in which people are accepted as individuals, regardless of their differences and where they feel their contribution is valued. Practical Action is an equal opportunities employer, and we encourage applications from under‑represented groups. We stay committed to cultivating an inclusive and diverse working environment and believe that people from different backgrounds or cultures give us different perspectives, and the more perspectives we have, the more successful we will be. By building a culture where everyone feels heard, respected, and valued we give everyone working with us the opportunity to achieve their full potential.
Practical Action is committed to safeguarding and protecting children and vulnerable adults and as such candidates will be subject to pre‑employment checks including criminal checks and terrorist financing.
Applicants must have the pre-existing right to live and work in the UK and be within commuting distance of the Rugby office.
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