Executive Assistant

Heriot-Watt University; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

An international education institution is seeking an Executive Assistant to provide administrative support to the Deputy Principal Education & Student Life. This role involves managing appointments, coordinating travel, and ensuring efficient office operations in a dynamic environment. Candidates should have a degree or equivalent experience, excellent interpersonal and communication skills, and be proactive in managing tasks. The position is full-time and requires collaboration with various stakeholders to ensure the smooth running of administrative functions.

Qualifications

• Educated to at least degree or equivalent practical experience.
• Ability to manage multiple tasks efficiently in a fast-paced environment.
• Experience in using AI assistance and modern office practices.

Responsibilities

• Provide administrative support to the Deputy Principal, including managing appointments.
• Arrange travel and accommodation for the Deputy Principal.
• Communicate professionally and tactfully across various platforms.

Skills

Interpersonal skills

Analytical problem-solving

Customer service

Communication (English)

Education

Degree or equivalent practical experience

Tools

MS Teams

SharePoint

Job description

Description

Job Posting Title: Executive Assistant

Grade and Salary: Grade 5

FTE and working pattern: Full-time

Reports to: Senior Executive Assistant Dubai Campus

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 organise meetings by managing bookings, sending invites, preparing agendas, compiling necessary documentation and, where required, serve as a clerk or minute‑taker, ensuring action trackers are effectively maintained and updated to support seamless follow‑up.
• 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 organising 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.

Please note that this job description is not exhaustive and the role holder may be required to undertake other relevant duties commensurate with the level of the post and its general responsibilities. Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

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 and handle multiple tasks simultaneously.
• Experience of working within a similar fast-paced environment as outlined above.
• Competent in the use of up-to-date practices, including AI assistance, to modernise working practices of the office.
• Well-developed interpersonal skills.
• Demonstrable professional and highly proactive approach.
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
• Demonstrable provision of excellent customer service.
• Analytical problem-solving skills.
• Excellent English language skills, including writing, speaking and comprehension.

Desirable

• Experience in Higher Education.

Heriot‑Watt University Values

• Belong
• Collaborate
• Inspire
• Celebrate

Please submit your application via the Heriot‑Watt online recruitment system attaching a cover letter describing your interest and suitability for the post and an updated CV.

Shortlisted candidates may be invited to complete an on-demand video interview as the first stage of the selection process. Successful candidates will then proceed to in-person formal interviews at our Dubai campus.

The appointment is conditional upon successful completion of all Labour and Immigration formalities; the start date will need to be delayed if the employment visa is not in place.

Competencies, Tasks and Responsibilities

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.
• Explain 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 solutions 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.

Heriot‑Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.