Executive Assistant Support Administrator

Administration
Midlothian
January 1, 2026
£25000 - £25000
Permanent
Urgent

Job Description

Job Description

Role: Executive support

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’ 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.

  • 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.

Heriot-WattUniversity 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.

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