Senior Executive Assistant

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. Primarily office‑based, with hybrid flexibility up to two days per week.

Location: Edinburgh Campus

Reward and Benefits: 33 days annual leave plus 9 university closed days for full‑time staff.

About our Directorate and Team

An outstanding opportunity to join the Office of the Principal team, providing support to two members of the University Executive and to the Executive team when required. The role has a profile across our global campuses as part of our strategic journey to 2035.

Purpose of Role

Provide high‑quality executive support to the University Executive. Act as a point of contact for the Deputy Principals, support other Executive Assistants and Admin Assistants, manage information and communications, and develop and implement projects. Responsibilities include diary management, email prioritisation, meeting coordination, travel arrangements, purchasing, invoice payments, and general administrative service delivery.

Summary of Key Duties and Responsibilities

• Preparation of papers for meetings and diary management.
• Secure management of travel, expenses and general budget, utilising a departmental purchase card.
• Receive, understand and convey information accurately, including drafting meeting notes and circulating them within tight deadlines.
• Support and encourage team members, coordinate work to meet deadlines, and build co‑operation.
• Respond to internal and external contacts requesting service or information.
• Represent the University positively and respond promptly to requests.
• Lead user of ERP, Office 365 and Admin Control, providing advice and guidance.
• Contribute to decision‑making by providing relevant information and anticipating issues.
• Plan, prioritise and organise own work and that of the team.
• Resolve standard day‑to‑day problems proactively.

Education, Qualifications & Experience

• First degree or equivalent practical experience.
• Experience supporting senior level management in a fast‑paced environment.
• Demonstrable people‑management skills.
• Proficiency in Office 365 and other IT packages.
• High attention to detail, accuracy and teamwork.
• Well‑developed interpersonal skills.
• Ability to work quickly, flexibly and accurately in dynamic, pressured environments.
• Professional and proactive approach.
• Experience in higher education highly desirable.

Competencies

• Delegate and monitor workload, provide advice, and refer complex queries.
• Understand and use appropriate tools for day‑to‑day tasks.
• Provide timely and accurate advice to stakeholders.
• Assess risks and collaborate to achieve optimum outcomes.
• Plan annual programme of routine events and work with internal and external customers.
• Manage meeting logistics, file management, and data destruction per policy.
• Support process improvement, solve non‑routine problems, and carry out compliance checks.
• Set and monitor standards for self and team, and pursue continuous development.
• Clarify requirements, support teammates, build cooperation, and cover for peers.
• Participate in working groups, committees, and cross‑departmental teams.
• Train and assess colleagues in operational activities.
• Communicate clearly, maintain confidentiality, and comply with university policies.
• Produce reports for senior management and ensure effective service delivery.
• Provide written communications, review materials, and maintain accurate records.

How to Apply

Please submit a cover letter and full CV via the Heriot‑Watt online recruitment system. Applications are accepted up to midnight (UK time) Thursday 15 January 2026. Interviews will take place the week commencing 19 January 2026.

Equal Opportunities

Heriot‑Watt University is committed to equality of opportunity in employment and to creating an inclusive environment. We welcome flexible working patterns, including part‑time work and job sharing.

• Job Identification 4604
• Job Category Professional and Managerial
• Posting Date 12/18/2025, 12:27 PM