Role: Executive Assistant – School of Textiles & Design, Heriot-Watt University
Location: Galashiels
Salary: Grade 5 (£26,038-£30,505)
Contract Type: Full Time (1FTE), Fixed Term (18 Months)
Rewards and Benefits: 28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 buildings closed days for all full time staff (Part time workers should pro rata this by their FTE).
Detailed Description
The School of Textiles and Design is looking to appoint an enthusiastic and experienced administrator to undertake the role of Executive Assistant to the Executive Dean and the School senior leadership team. The role will provide a range of key duties, including diary management, meeting and event organisation as well as the provision of broader administrative and operational support for the School’s activities at the Scottish Borders campus.
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 School level. Reporting to the Head of Operations, the successful candidate will provide comprehensive executive and administrative support to the Executive Dean and senior leadership team, ensuring meticulous planning and attention to detail in all tasks and responsibilities.
The role is based at the Heriot-Watt Scottish Borders campus in Galashiels and sits within a wider Student and Academic Support Centre, with the role holder expected to support School and campus activities as required.
We welcome and will consider flexible working patterns e.g. part-time working and job share options.
Key Duties and Responsibilities
Executive Assistance
* Manage and maintain the Executive Dean’s complex diary and email account, ensuring that all diary commitments, papers, and arrangements are handled effectively, and with careful attention to priorities.
* Draft and respond to emails in accordance with Executive Dean’s needs and escalate as appropriate.
* Filter general information, queries, phone calls and invitations to the Executive Dean by redirecting or taking forward such contacts as appropriate.
* Highlight urgent messages and requests/documents for review by the Executive Dean and provide support by drafting, proofreading and issuing correspondence/documents.
* Collate and print presentations, meeting papers and briefings for the Executive Dean ahead of meetings, ensuring that the Executive Dean is briefed and prepared as appropriate.
* Provide diary management and meeting organisation support for other members of the senior leadership team, where required.
Business Services
* Ensure accurate and efficient management of office systems, data, and related processes, maximising the use of platforms such as MS Teams/SharePoint for document storage and for tracking the management of small projects.
* Support effective communications within the School, including updating colleagues on policy and procedure changes, and practical information relating to the School and campus.
* Ensure that financial requisitions are flagged to the Executive Dean for consideration and that approvals are communicated to the relevant parties.
* Arrange travel and accommodation for the Executive Dean, senior leadership team and visitors as requested, including booking flights, accommodation with designated providers, and coordinating local transfers to and from the University.
* Assist with processing Executive Dean expense claims, where required.
* Allocate office space and assist with the on-boarding and induction of new staff.
* Maintain schedules of staffing information (e.g. appraisals and probation) and co-ordinate review meetings for the Executive Dean and other line managers, updating, tracking and following up outcomes as appropriate.
* Undertake small projects on behalf of the Executive Dean and other members of the senior leadership team, as required.
* Liaise with a range of professional services to action requests and produce reports for the Executive Dean and School’s senior leadership team.
Meeting and Event Management
* Coordinate logistical arrangements for meetings and events as directed by the Executive Dean, including organising catering, venue reservations, liaising with suppliers, and collaborating with both internal and external stakeholders to ensure the success of events and activities.
* Clerk meetings including agenda preparation, compiling necessary documentation, drafting minutes and maintaining action trackers.
* Assist in the planning, organisation, and coordination of the School's annual degree shows and similar events.
* Liaise with academic and professional services colleagues within the School as well as key contacts across the University and externally to organise and support meetings as required.
General Support
* Act as a first point of contact within the School for queries and requests for assistance.
* Investigate and resolve enquiries, directing stakeholders to the appropriate staff or department if the issue falls outside the scope of the role.
* Support the general operation of the Student and Academic Support Centre at the Scottish Borders campus, including assisting/covering other colleagues where required.
* Maintain School records, providing updates and reports as required and managing confidential information appropriately.
* Contribute to Executive Assistant Team for a and meetings across the University and provide input on continuous service improvement around executive assistance.
Person Specification
Essential
* Educated to SCQF Level 6 or similar or equivalent experience.
* Recent experience of working in an Executive Assistant, or comparable role, in an organisation of comparable scale and complexity.
* Evidence of a strongly developed awareness of customer service.
* Experience of servicing high-level committee meetings and formal minute taking.
* Experience of developing and reviewing administrative processes and systems.
* Excellent verbal and written communication and interpersonal skills, with tact, diplomacy and sensitivity across a wide range of people at all levels in and outside the University.
* Excellent organisational and time management skills, with the ability to prioritise a diverse and changing workload.
* Highly proficient in the use of relevant IT packages, including SharePoint.
* Ability to manage multiple busy diaries at the same time.
* Demonstrable professional and proactive approach.
* Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
Desirable
* Relevant experience of administration, preferably in a higher education environment.
* Previous experience of working in line with corporate policies and procedures.
How to Apply
Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing your interest and suitability for the post; (2) Full CV.
Applications can be submitted until midnight on Wednesday 18th February 2025.
Shortlisting expected to be complete by 26 Feb with interviews expected to be early March.
#J-18808-Ljbffr