Senior Executive Assistant

Heriot-Watt University; Kilmarnock; Hybrid; GBP 40,000 - 50,000; Full time

Job summary

A prestigious educational institution in Scotland is seeking a Senior Executive Assistant to support the Principal team. The role includes providing high-quality administrative support and managing communication for the Executive team. The ideal candidate must have experience working in dynamic environments and proficient skills in Office 365. This full-time position offers hybrid work options and a generous leave policy, making it an attractive opportunity for committed professionals.

Benefits

33 days annual leave

Hybrid work up to 2 days per week

Public holidays (9)

Qualifications

• Experience supporting senior level management in a fast-paced environment.
• Proficient in managing a team with strong people management skills.
• Ability to work flexibly and accurately in a dynamic environment.

Responsibilities

• Provide administrative and strategic support to the Principal and Senior Executive Team.
• Manage diary, email prioritisation, travel, and procurement.
• Prepare papers for meetings and manage travel expenses.

Skills

Digital literacy

Organisational ability

Proactivity

Attention to detail

Interpersonal skills

Education

First degree level or equivalent practical experience

Tools

Office 365

Job description

Description

Senior Executive Assistant to support the Principal team, providing high‑quality support to the University Executive, acting as the main point of contact for the Deputy Principals, supporting Executive Assistants, and managing diary, email prioritisation, travel, procurement and project management.

Location & Benefits

• Edinburgh Campus, full time
• 33 days annual leave + 9 public holidays
• Hybrid work up to 2 days per week

Purpose of Role

Provide administrative and strategic support to the Principal and Senior Executive Team, manage diary, email prioritisation, travel, procurement, internal and external communications, and deliver projects and initiatives.

Summary of Key Duties and Responsibilities

• 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 internal and external contacts who ask for service or require information.
• Create a positive image of the University by being responsive and prompt in responding to requests and referring the user to the right person as necessary.
• Designated Service Expert/ Lead User of ERP, Office 365 and Admin Control (app used by University Executive) providing advice and guidance on various processes.
• Contribute to decision making by providing relevant information and opinions to meet individual/team goals, anticipating any issues which need to be taken into account and using sound judgement to make decisions with limited or ambiguous data.
• Plan, prioritise and organise own work to agreed objectives; as well those of their team.
• Solve standard day‑to‑day problems, identify their cause, choose the best option available, and take proactive actions to resolve the problem.

Education, Qualifications & Experience

Digital literacy, organisational ability, proactivity and accuracy. Knowledge of the University’s policies, procedures and processes is advantageous, as is experience of working with committees and complex meeting groups.

Essential Qualifications

• Educated to first degree level or equivalent practical experience in the workplace.
• Experience of working within a similar fast paced environment with proven relevant experience of supporting senior level management.
• Demonstrable experience in managing a team, including strong people management skills.
• Competent and proficient in the use of Office 365 and other IT packages.
• A high degree of attention to detail and accuracy of working; and experience of team working and effectiveness as a good team player.
• Well‑developed interpersonal skills.
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment.
• Demonstrable professional and proactive approach.

Desirable Qualifications

• Experience of working in the Higher Education sector is highly desirable.

Competency Areas

• Decision Making – Delegate and monitor workload, provide advice, assess risks and achieve optimum outcomes.
• Planning and Organising – Manage routine events, meetings, workshops, venue and equipment planning.
• Initiative and Problem Solving – Act as point of contact, identify process improvement, solve non‑routine problems.
• Teamwork – Clarify requirements, contribute to team working, support and encourage across the team.
• Service Excellence – Respond promptly, manage confidential information, produce reports for senior management.
• Clear and Consistent Communications – Maintain confidentiality, review and advice on communications, write and disseminate news.
• Citizenship – Demonstrate the University Values, support colleagues, promote the University internally and externally.

How To Apply

Please submit via the Heriot‑Watt online recruitment system (Cover letter, Full CV). Applications can be submitted up to midnight (UK time) on Thursday 15th January 2026. We expect interviews to take place the w/c 19th January 2026.

Equality and Diversity

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.