Heriot-Watt University

Role: Senior Executive Assistant

Grade and Salary: Grade 6, £31,236 - £36,636 per annum

FTE and working pattern: 1FTE, 35hrs per week, Monday – Friday. Preferably full time in office, with some flexibility to hybrid working (max 2 days working from home per week).

Holiday Entitlement: 33 days annual leave plus 9 buildings closed days (and Christmas Eve when it falls on a weekday)

An outstanding opportunity has arisen for an experienced Senior Executive Assistant to join the Office of the Principal team, providing outstanding support to two members of the University Executive, as well as members of our Executive team when required. This role will have a profile across our global campuses, and we are seeking an individual that can contribute and deliver to help us on our strategic journey to 2035.

Purpose of Role

We are seeking to recruit a Senior Executive Assistant to provide high quality support to our University Executive. The ideal candidate will act as a point of contact for the Deputy Principals (DP), both internally and externally, whilst supporting other Executive Assistants and Admin Assistants within the group to drive collaboration and effective team working.

This role includes providing information and administrative support to the senior leaders they support, determining work priorities and managing information, decisions and communications from the office, and developing and implementing projects (when required). The role holder will be responsible for the day-to-day operational aspects of work such as diary management, email prioritisation, meeting coordination, travel arrangements, purchasing and invoice payments. Other tasks will include communication with internal colleagues and external bodies and a variety of discrete tasks and projects. In this, the job holder will be expected to manage their own workload, as well as delegate tasks to others in their team and will be the designated expert user of related IT systems.

The appointed Senior Executive Assistant will have a proven track record in the delivery of administrative services to high-level management. The job holder will be expected to develop and maintain a broad knowledge of activities and will be expected to manage general administrative support tasks, such as general filing and archiving (in line with Data Protection and Retention of Records requirements), they will be relied upon to provide excellent administrative services and promote a high quality, professional business environment. Highly digitally literate, the post holder will drive communication and team working across their team through the development and roll-out of relevant supporting tools where relevant. There is a possibility for line management in the role in the future.

Key Duties & Responsibilities

• Preparation of papers for meetings and organising diary appointments.
• Securely managing travel, expenses and other general budget management utilising a departmental purchase card to make authorised purchases.
• Receive, understand and convey information in a clear and accurate manner, for example drafting meeting notes and circulating to the right people to tight deadlines, or engaging personally, by email or by telephone.
• Be supportive and encouraging of others in a team and help build co-operation by setting an example and showing a flexible approach to deliver team results, for example by contributing to the work of the team and helping coordinate work to meet deadlines.
• Deal with internal and external contacts who ask for service or require information.
• Create a positive image of the University by being responsive and prompt in responding to requests and referring the user to the right person as necessary.
• Designated Service Expert/ Lead User of ERP, Office 365 and Admin Control (app used by University Executive) providing advice and guidance on various processes.
• Contribute to decision making by providing relevant information and opinions to meet individual/team goals, anticipating any issues which need to be taken into account and using sound judgement to make decisions with limited or ambiguous data.
• Plan, prioritise and organise own work to agreed objectives; as well those of their team.
• Solve standard day-to-day problems, identify their cause, choose the best option available, and take proactive actions to resolve the problem.

Essential & Desirable Criteria

These are the criteria on which the shortlisting and recruitment selection will be made.

This role requires digital literacy, organisational ability, proactivity and accuracy. Knowledge of the University's policies, procedures and processes is advantageous, as is experience of working with committees and other complex meeting groups.

Essential

1. Educated to first degree level or equivalent practical experience in the workplace.
2. Experience of working within a similar fast paced environment with proven relevant experience of supporting senior level management
3. Demonstrable experience in managing a team, including strong people management skills.
4. Competent and proficient in the use of Office 365 and other IT packages
5. A high degree of attention to detail and accuracy of working; and experience of team working and effectiveness as a good team player.
6. Well-developed interpersonal skills
7. Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
8. Demonstrable professional and proactive approach

Desirable

1. Experience of working in the Higher Education sector is highly desirable.

How to Apply

Applications can be submitted up to midnight (UK time) on Sunday 2nd October 2025.

Please submit your CV & covering letter via the Heriot-Watt on-line recruitment.

We welcome and will consider flexible working patterns e.g., part-time working and job share options.

Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised, and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.

Heriot-Watt University values diversity across our university community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ .

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.

About Heriot-Watt University

At Heriot-Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.