Senior Executive Assistant

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Job Posting

Title:

Senior Executive Assistant

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

FTE and working pattern: Full Time (1

FTE), Open Ended. This role is primarily office-based, with some flexibility to work on a hybrid basis (up to two days per week working from home).

Location: Edinburgh Campus

Reward and Benefits: 33 days annual leave, plus 9 buildings closed days for all full time staff (Part time workers should pro rata this by their FTE). Use our total rewards calculator:  to see the value of benefits provided by Heriot-Watt University.

About our Directorate and Team

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 2025.

The Office of the Principal provides executive, strategic, and administrative support to the Principal and the Senior Executive Team.

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.

• 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…