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- Tasks: Provide top-notch executive support, manage diaries, and organise meetings.
- Company: Join Heriot-Watt University, a leader in education and research.
- Benefits: Enjoy 28 days annual leave, remote work options, and professional development.
- Why this job: Make a real impact while supporting innovative projects in a dynamic environment.
- Qualifications: Degree level education or equivalent experience, with strong admin skills.
- Other info: Be part of a diverse team with excellent career growth opportunities.
The predicted salary is between 26707 - 31236 ÂŁ per year.
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 of 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
- 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.
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.
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. Heriot‑Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from under‑represented groups.
Executive Assistant Support Administrator in Kilmarnock employer: Heriot-Watt University
Contact Detail:
Heriot-Watt University Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant Support Administrator in Kilmarnock
✨Tip Number 1
Network like a pro! Reach out to current or former employees on LinkedIn, and ask them about their experiences. This can give you insider info and might even lead to a referral.
✨Tip Number 2
Prepare for the interview by researching the company and its projects. Knowing about IDRIC and CDT-GIF will show your genuine interest and help you stand out during the conversation.
✨Tip Number 3
Practice common interview questions with a friend or in front of a mirror. This will boost your confidence and help you articulate your skills and experiences clearly.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and keep you fresh in their minds as they make their decision.
We think you need these skills to ace Executive Assistant Support Administrator in Kilmarnock
Some tips for your application 🫡
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Make sure to express your genuine interest in the Executive Assistant role and highlight how your skills align with the responsibilities outlined in the job description. We want to see your personality come through!
Tailor Your CV: Don’t just send a generic CV! Tailor it to showcase your experience in supporting senior management and your attention to detail. Highlight any relevant administrative roles you've had, especially those that involved diary management or project support, as these are key for us.
Show Off Your Team Spirit: We value teamwork here at StudySmarter, so make sure to mention your interpersonal skills and any experiences where you’ve successfully collaborated with others. This will show us that you can foster a productive team ethos, which is super important for this role.
Apply Through Our Website: Remember to submit your application via the Heriot-Watt online recruitment system. It’s the easiest way for us to receive your documents and ensures you’re considered for the role. Don’t miss out on this opportunity!
How to prepare for a job interview at Heriot-Watt University
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of the Executive Assistant Support Administrator role. Familiarise yourself with diary management, meeting organisation, and the use of project management tools like Monday.com. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Showcase Your Interpersonal Skills
Since this role requires strong interpersonal skills, be prepared to discuss examples of how you've effectively worked within a team or handled sensitive situations. Think of specific instances where your tact and diplomacy made a difference, as this will demonstrate your ability to foster a cooperative team ethos.
✨Highlight Your Attention to Detail
Attention to detail is crucial for this position. Bring up experiences where your accuracy made an impact, especially when handling confidential information. You might want to mention any systems or processes you've implemented to ensure high-quality work, which will show your commitment to excellence.
✨Prepare Questions About the Team and Projects
Interviews are a two-way street! Prepare thoughtful questions about the Centre Manager's expectations, the team dynamics, and ongoing projects like IDRIC and CDT-GIF. This not only shows your enthusiasm but also helps you gauge if the environment is the right fit for you.