Executive Assistant to Chaplaincy & Student Wellbeing

Heriot-Watt University Malaysia; City of Edinburgh; On-site; GBP 27,000 - 31,000; Full time

Benefits offered by this job

28 days annual leave

9 buildings closed days

Total rewards calculator access

Job summary

The Executive Assistant - Chaplaincy at Heriot-Watt University Edinburgh supports front-line student and staff services from the Chaplaincy, handling administration, events and publicity.

You will coordinate volunteers, manage diaries, and assist in catering and hospitality activities while ensuring compliance with data protection and food hygiene requirements. This role sits within the Student Wellbeing Service on the Edinburgh campus.

Qualifications

• Good educational standard with excellent spoken and written English.
• Experience in front-line services and handling confidential information is desirable.
• Ability to manage multiple administrative tasks and implement new processes.
• Experience of working cooperatively and effectively within a team.

Responsibilities

• Shared responsibility for day-to-day organisation of the Chaplaincy facilities.
• Assist with planning Welcome Week, major events and publicity.
• Publicity: publish accurate information on digital platforms (HWU site, Facebook, Instagram).
• Hospitality: support student activities including cake/coffee sessions and outreach.
• Maintain kitchen hygiene and assist with catering events (excluding when the Chaplaincy Cook is on site).
• General clerical duties: scanning, filing, photocopying, noticeboards, Sunday services prep.
• Financial reporting: income/expenditure on trips and meals.
• Recruit and equip volunteers for events.

Skills

Communication skills

Interpersonal skills

Data handling

Microsoft Office / Publisher / Canva

Social media & web updates

Volunteer coordination

Education

Good educational standard with excellent spoken and written English

Tools

Microsoft Office

Publisher

Canva

Job description

The Executive Assistant - Chaplaincy at Heriot-Watt University Edinburgh supports front-line student and staff services from the Chaplaincy, handling administration, events and publicity.

You will coordinate volunteers, manage diaries, and assist in catering and hospitality activities while ensuring compliance with data protection and food hygiene requirements. This role sits within the Student Wellbeing Service on the Edinburgh campus.