Executive Assistant (Executive Support Office)

at  Heriot Watt University

EXECUTIVE ASSISTANT

Location: Edinburgh
Grade 5 : £26,038 - £30,505
Post : Fixed Term 12 months
Closing date: Midnight (UK time) on Monday 4th November
Interviews are expected to take place Monday 11th November

JOB DESCRIPTION

The School is looking to appoint an enthusiastic person to undertake the role of Executive Assistant in our busy School Executive Support Office. As part of the Executive Support Office team, this role is designed to provide executive support to Senior Academic Leaders and the wider School Leadership Team. The role holder will act as Executive Assistant to the Executive Dean of the School and a small number of senior staff, developing high-quality relationships to allow for the School, and staff, to function effectively in role. The role will provide a range of key duties, including diary management, general administration and operational support for the management of logistics including travel and in-country activities.
The role of the Executive Assistant to the Executive Dean is critical and complex, supporting the leadership team in their multi-faceted positions, and coordinating administrative and operational duties at the School level. You will be supporting the day-to-day operational running of the School Executive Support Office, providing an excellent standard of administrative support and act as the main interface between the leadership team and the wider university and the Departments respectively.

• To provide executive support daily to the Executive Dean
• Providing executive support to senior roles in the School Leadership Team as required
• Co-ordinating high-level events and meetings
• Assisting with report and presentation production
• Taking and preparing minutes
• Undertaking specialist analytical tasks
• Interacting daily with senior staff on operational issues
• Maintaining a professional approach always
• Manage, and be the key point of contact for recruitment activities within the departments they support
• Member of a small team of dedicated to providing Executive level support
• Report to the Executive Dean of the School
• To work collaboratively
• Provide cover to other Executive Support Office roles when necessary
• Exercise independent judgement in a variety of situations understanding when escalation or referral is appropriate
• Work with the Director(s) supported and other colleagues within the department(s) supported (such as Group Managers and Heads of Groups) to maximise the benefits of having an Executive Assistant
  All the support services within the School are committed to delivering a customer focused service to students, staff and visitors. To achieve this commitment all support staff need to be adaptable and prepared to support other teams and individuals within the School.