Job Posting Title: Executive Assistant
Grade and Salary: Grade 5
FTE and working pattern: Full-time
Reports to: Senior Executive Assistant : Dubai Campus

EDUCATION, QUALIFICATIONS & EXPERIENCE:

Essential

• Educated to at least degree or equivalent practical experience in the workplace
• Ability to plan and anticipate needs, proactively managing own (and occasionally others’) workloads to use time effectively, handle multiple tasks simultaneously.
• Experience of working within a similar fast paced environment as outlined above
• Competent in the use of more up to date practices like use of AI assistance to modernise working practices of the office.
• Well-developed interpersonal skills
• Demonstrable professional and highly proactive approach
• Demonstrable ability to work quickly (meeting targets), flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable provision of excellent customer service

• Analytical problem-solving skillsExcellent English language skills including writing, speaking and comprehension

• Desirable
  Experience in Higher Education

HERIOT-WATT UNIVERSITY VALUES

With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and professionally relevant, leading-edge research, which has made it one of the top UK universities for business and industry.
We are a vibrant, forward-looking university, well known for the quality of our degrees with employers actively seeking out our graduates. Heriot-Watt is also Scotland’s international university with an unsurpassed international in-country presence. We deliver degree programmes to circa 30,000 students in 143 countries around the world, have a further overseas campus in Dubai and boast the largest international student cohort in Scotland.
At Heriot-Watt we’ve created an environment that nurtures innovation and leadership - where our researchers, staff and students can realise their potential and develop their ambitions.
We are proud of our collegiate atmosphere and integrated teaching and research approach which has helped to build a community of committed academics and highly motivated students. Our focus on careers delivers results and we’ve an excellent reputation for graduate employability.
In addition to the Edinburgh campus, we currently have campuses in the Scottish Borders, Orkney, Dubai and Malaysia. For all of our campuses we aim to provide stimulating, supportive environments conducive to effective learning and research, where staff and students can excel. At Heriot-Watt, we have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.
Our values describe our deeply held beliefs and our community spirit. They characterise not only how we are as a higher education institution but also frame how we want to be.

Our values are:

• Belong
• Collaborate
• Inspire
• Celebrate

As learning, living and working institution, we use our values as the building blocks of how we go about doing our work and how we each conduct ourselves as members of Heriot-Watt University. They represent what binds us together as a University community and help us to become the best at what we do.
For full details on our University, please view our website https://www.hw.ac.uk/about.htm

ABOUT THE ROLE:

The Executive Assistant to the Deputy Principal Education & Student Life will provide essential administrative support, including managing appointments, coordinating schedules, arranging travel, maintaining records, preparing reports, and handling correspondence. This role calls for a proactive, dynamic individual who excels in a fast-paced environment, offering forward-thinking solutions. You will ensure that the Deputy Principal is well-prepared and that tasks are completed efficiently and to a high standard.
You will also work closely with a diverse range of internal and external stakeholders ensuring professional and timely service delivery.
The successful candidate will be expected to collaborate with colleagues across campuses to achieve shared goals.
As part of the Administration unit, you will report to the Senior Executive Assistant at the Edinburgh Campus actively contributing to transformation and operational excellence.

SUMMARY OF KEY DUTIES AND RESPONSIBILITIES:

• Communicate professionally and tactfully whether on phone, email, or in-person interactions, ensuring prompt, accurate responses with exceptional attention to detail
• Collaborate effectively with the global team, demonstrating a clear understanding of the global dimension and its requirements.
• Ensure accurate and efficient management of office systems, data, and related processes, maximizing the use of platforms like MS Teams and SharePoint for document storage and tracking the management of small projects.
• Coordinate and organize meetings by managing bookings, sending invites, preparing agendas, compiling necessary documentation. Additionally, serve as a clerk or minute-taker for these meetings, ensuring Action Trackers are effectively maintained and updated to support seamless follow-up for subsequent meetings.
• Arrange travel and accommodation for the Deputy Principal, including booking flights, accommodation with designated providers, and coordinating local transfers to and from the University.
• Provide comprehensive administrative management support to the Deputy Principal ensuring meticulous planning and attention to detail in all tasks and responsibilities.Manage the Deputy Principal
• ‘s diary, coordinating appointments and ensuring they are well-prepared with all necessary information and documents prior to each meeting, while maintaining professional customer service in all interactions with stakeholders.
• Coordinate logistical arrangements for meetings and events as directed by the Deputy Principal, including organizing catering, venue reservations, liaising with suppliers, and collaborating with both internal and external stakeholders to ensure the success of events and activities.Investigate and resolve inquiries, directing stakeholders to the appropriate staff or department if the issue falls outside the scope of the role.

COMPETENCIES, TASKS AND RESPONSIBILITIES

The tasks and responsibilities listed under the following Competency Headings form part of all professional advice roles in the University at this level and it is expected that the role-holder will always perform them to at least an effective standard.

Teamwork

• Contribute to and provide general support across the team
• Cover for other colleagues within the immediate team
• Participate in working groups and committees within the team as required

Train team/colleagues in operational activities
-

Service Excellence

• Create a positive image of the University by being responsive, prompt and courteous when responding to requests or enquiries from customers
• Produce standard and ad hoc reports as requested
• Enter and maintain records and data into the appropriate university system (e.g. student, HR etc.)
• Liaise with internal and external teams, committees, bodies etc. to ensure an effective service
• Process documents, for example applications, offers, contracts, orders, records, payments and other information in accordance with agreed service levels and information security procedures
• Carry out general office duties, e.g. reception/meeting and greeting; sort and organise mail; order stationery; maintain office equipment such as printer, photocopier etc.

Keep working area clean and tidy in line with appropriate H&S requirements
-

Clear and Consistent Communications

• Maintain confidentiality at all times by following university policies and guidance in managing confidential information and personal data
• Write standard communications using templates, understanding what parts of the template to use as appropriate
• Record and produce accurate minutes when required.
• Draft non-standard communication for review and use by more senior members of the team
• Explaining standard procedures, regulations, operating instructions or course information.

Disseminate news and information to relevant customers and colleagues
-

Planning and Organising

• Arrange meetings/workshops for internal or external customers, including room and equipment, hospitality and invites to attendees as appropriate
• Carry out routine instructions from standard procedures
• Contribute to drafting of standard procedures within your team
• File, archive and destroy data in line with the University Data Protection & Retention Policy
• Provide appropriate admin support for meetings and events;

Support team processes and procedures by meeting schedules and timetables
-

Initiative and Problem Solving

• Act as first point of contact for queries from customers by phone, email, system-generated and in person
• Identify and support process improvement
• React to problems using judgement and past experience to solve routine issues

Use experience to suggest solution to new problems to line manager
-

Decision Making

• Make day to day decisions in prioritising own workload
• Provide advice and guidance, respond to queries and refer more complex queries to more senior members of the team as appropriate

Understand the appropriate tools to use when undertaking day to day tasks
-
Management Responsibilities
There are no management responsibilities within this position but you may be asked to take on management or supervisory duties on occasion as part of your personal development
-

Citizenship

• Demonstrate the University Values at all times through performance and behaviour
• Participate in ad-hoc duties to support the team/University and for personal development
• Support newer or inexperienced colleagues within and outside the University by offering support, help and advice
• Positively promote the University internally and externally through positive behaviour and supporting University-wide activities