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Executive Assistant

Executive Assistant

Heriot-Watt UniversityUnited Arab Emirates
6 منذ أيام
الوصف الوظيفي

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 organize meetings by managing bookings, sending invites, preparing agendas, compiling necessary documentation. Additionally, serve as a clerk or minute-taker for these meetings, ensuring Action Trackers are effectively maintained and updated to support seamless follow-up for subsequent meetings.
  • 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 organizing 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, handle multiple tasks simultaneously.
  • Experience of working within a similar fast paced environment as outlined above
  • Competent in the use of more up to date practices like use of AI assistance to modernise working practices of the office.
  • Well-developed interpersonal skills
  • Demonstrable professional and highly proactive approach
  • Demonstrable ability to work quickly (meeting targets), 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

    With a history dating back to 1821, Heriot-Watt University has established a reputation for world-class teaching and professionally relevant, leading-edge research, which has made it one of the top UK universities for business and industry.

    We are a vibrant, forward-looking university, well known for the quality of our degrees with employers actively seeking out our graduates. Heriot-Watt is also Scotland’s international university with an unsurpassed international in-country presence. We deliver degree programmes to circa 30,000 students in 143 countries around the world, have a further overseas campus in Dubai and boast the largest international student cohort in Scotland.

    At Heriot-Watt we’ve created an environment that nurtures innovation and leadership - where our researchers, staff and students can realise their potential and develop their ambitions.

    We are proud of our collegiate atmosphere and integrated teaching and research approach which has helped to build a community of committed academics and highly motivated students. Our focus on careers delivers results and we’ve an excellent reputation for graduate employability.

    In addition to the Edinburgh campus, we currently have campuses in the Scottish Borders, Orkney, Dubai and Malaysia. For all of our campuses we aim to provide stimulating, supportive environments conducive to effective learning and research, where staff and students can excel. At Heriot-Watt, we have an established set of values that help us to nurture innovation and leadership, and show our commitment to continuous improvement and development in all our activities.

    Our values describe our deeply held beliefs and our community spirit. They characterise not only how we are as a higher education institution but also frame how we want to be.

    Our values are :
  • Belong
  • Collaborate
  • Inspire
  • Celebrate
  • As learning, living and working institution, we use our values as the building blocks of how we go about doing our work and how we each conduct ourselves as members of Heriot-Watt University. They represent what binds us together as a University community and help us to become the best at what we do.

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