Executive Assistant Support Administrator

Role: Executive support

• Salary: Grade 5 £26,707 - £31,236
• Contract Type: Part Time 0.60 FTE , Fixed Term for 6 months

Rewards and Benefits: In Edinburgh this is 28 days annual leave, increasing to 33 days per year after 5 years service, plus 9 buildings closed days (and Christmas Eve when it falls on a weekday) for all full time staff, other campuses vary.

This role is not eligible for sponsorship.  Applicants must be eligible to work in the UK.

Detailed Description

Executive support is provided to the Centre Manager for IDRIC and the Centre for Doctoral Training in Green Industrial Futures (CDT-GIF). The post holder is responsible for delivering high-quality administrative and secretarial support, including day-to-day operational activities such as diary management, organising meetings, prioritising and managing emails, and assisting with the drafting of email communications. The role also involves scoping and booking travel for meetings, as well as providing administrative support to service delivery projects within the remit of IDRIC and CDT-GIF. In addition, the post holder will support committees, working groups, away days and ad hoc meetings as required, including taking minutes and following up on agreed actions. Responsibilities include organising meetings by booking rooms and liaising with relevant School teams (such as Finance) to ensure appropriate facilities are arranged, supporting events, booking travel, contributing to the development of IDRIC and CDT-GIF procedures, and fostering a productive and cooperative team ethos by building strong working relationships across projects and the wider University. The role also requires working with the projects’ Monday.com platform for project management, team engagement, project reporting, CRM database management and student recruitment activities, including adding and updating content to track events, projects and goals.

Part Time 0.60 FTE , Fixed Term for 6 months

This list is not exhaustive, and the post holder may be required to undertake other duties appropriate to the role.

Project web links: https://idric.org/, https://greenindustrialfutures.site.hw.ac.uk/  

Essential Criteria

• Educated to first degree level or equivalent practical experience in the workplace
• Experience of working in a fast-paced environment, with a proven track record of supporting senior-level management
• High level of attention to detail and accuracy, including the ability to handle sensitive and confidential information in line with the University’s Data Management Policy
• Well-developed interpersonal skills and the ability to work effectively as part of a team, using tact and diplomacy in sensitive situations
• Confidence in using initiative and problem-solving skills
• Experience of using large database systems (e.g. HR systems) and competent, proficient use of Office 365 and other standard IT packages

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 up to midnight (UK time) on Thursday 08 January 2026.

About Heriot Watt University 

Heriot-Watt University has established a reputation for world-class teaching and leading-edge, relevant research, which has made it one of the top UK universities for innovation, business and industry.  

Heriot-Watt University has five campuses: three in the UK (Edinburgh, Scottish Borders and Orkney), one in Dubai and one in Malaysia. The University offers a highly distinctive range of degree programmes in the specialist areas of science, engineering, design, business and languages. Heriot-Watt is also Scotland's most international university, boasting the largest international student cohort.  

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community. 

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. 

Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups. For more information, please see our website https://www.hw.ac.uk/uk/services/equality-diversity.htm and also our award-winning work in Disability Inclusive Science Careers https://disc.hw.ac.uk/ . 

Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.