Office Administrator in Musselburgh

The Edinburgh Innovation Hub is a collaborative space where researchers, entrepreneurs, and industry partners connect to tackle real-world challenges and drive innovation for public good. Our Hub provides flexible workspace, access to expertise, and a supportive community designed to accelerate impact and foster collaboration across sectors.

We are looking for an organised, proactive and people-focused Office Administrator to join our team and ensure the smooth, professional, and efficient running of our daily operations. This role combines general office administration with executive assistant support, basic bookkeeping, and front-of-house duties.

The Office Administrator will play a central role in supporting the day-to-day functioning of the Hub, ensuring a welcoming and efficient environment for staff, members, and visitors. The role includes providing executive assistance to the leadership team, managing administrative systems, supporting financial processes, and ensuring a high-quality front-of-house experience for all who engage with the Hub.

• Office Administration
  • Oversee day-to-day office operations, ensuring the workspace is well maintained and fully equipped.
  • Manage office systems, records, and supplies to ensure efficiency and compliance.
  • Support the Operations & Facilities Manager in maintaining health and safety standards across the Hub.
  • Liaise with contractors, suppliers, and service providers as required.
  • Coordinate meeting room bookings, internal events, and travel logistics for staff and visitors.
• Executive Assistant Support
  • Provide executive support to the Hub’s leadership team, including diary management, scheduling, and coordination of meetings.
  • Prepare meeting agendas, take minutes, and follow up on key actions.
  • Draft correspondence, presentations, and briefing materials.
  • Assist with the organisation of strategic meetings, board sessions, and partnership engagements.
  • Handle sensitive and confidential information with professionalism and discretion.
• Bookkeeping and Financial Administration
  • Process invoices, expense claims, and payments in accordance with financial procedures.
  • Maintain accurate financial records and assist with budget tracking and reporting.
  • Reconcile petty cash and supplier statements, and support monthly financial submissions.
  • Liaise with the Hub’s finance partner or accountant on routine financial matters.
  • Support payroll and HR-related administration as required.
• Marketing Support
  • Brand Management: Building and maintaining brand awareness, identity, and positive perception.
  • Content Creation: Producing written, visual, and digital content (blogs, videos, social media posts, website copy).
  • Campaign Execution: Planning and running promotional activities across various channels (social media, email, ads, events).
  • Digital Marketing: Managing websites, SEO, social media, email marketing, and digital advertising.
• Reception and Front-of-House
  • Serve as the first point of contact for visitors and callers, ensuring a warm, professional welcome.
  • Manage incoming and outgoing mail, deliveries, and general enquiries.
  • Ensure the reception area and shared spaces reflect the Hub’s professional and collaborative ethos.
  • Support coordination of events, tours, and community engagement activities within the Hub.

• Essential Skills and Experience
  • Proven experience in office administration, executive support, or similar role.
  • Strong organisational skills with the ability to manage multiple tasks and deadlines.
  • Excellent communication and interpersonal skills, with a customer-focused approach.
  • Experience with bookkeeping and financial administration (e.g. using Xero, QuickBooks, or similar systems) and/or marketing with demonstrable experience of managing marketing output for a client or SME.
  • Proficient in Microsoft Office and/or Google Workspace.
  • High level of discretion and integrity when handling sensitive information.
• Desirable
  • Experience in a dynamic, multi-stakeholder environment such as an innovation hub, or commercial company.
  • Familiarity with administrative processes in partnership-based settings or commercial setting.
  • Understanding of basic operational compliance.

• Reliable, proactive, and adaptable, with a hands-on approach to problem solving.
• Positive, approachable, and professional manner.
• Strong attention to detail and commitment to maintaining high standards.
• Collaborative team player who contributes to a supportive and innovative workplace culture.

Based at the Edinburgh Innovation Hub. Standard working hours: Monday to Friday – 09:00-17:00. Occasional evening or event support may be required with notice.

• Record financial transactions: Process sales and purchase invoices, record payments and receipts, and manage daily financial transactions.
• Manage accounts: Balance accounts, handle accounts payable and receivable, and perform bank and other reconciliations.
• Maintain records and systems: Use accounting software and spreadsheets to keep financial records accurate and up-to-date.
• Communicate and liaise: Work with clients, suppliers, and banking contacts, and communicate with the accounting team.

• Proficiency with accounting software (e.g., Xero) and Microsoft Excel.
• Strong mathematical ability and high attention to detail to ensure accuracy.
• Knowledge of basic accounting principles and best practices.
• Good communication and organizational skills.

• Brand Management: Building and maintaining brand awareness, identity, and positive perception.
• Content Creation: Producing written, visual, and digital content (blogs, videos, social media posts, website copy).
• Campaign Execution: Planning and running promotional activities across various channels (social media, email, ads, events).
• Digital Marketing: Managing websites, SEO, social media, email marketing, and digital advertising.

• Proficiency with website editing, content creation and publication.
• Strong written skills and creativity.
• Good communication skills and high attention to detail.

Please note, this vacancy may close earlier than the stated closing date if we receive a high volume of applications. Should you wish to apply for the vacancy, please submit an up-to-date CV and cover letter. This role does not meet the minimum requirements set by UKVI to enable sponsorship of migrant workers. Therefore, we cannot progress applications from candidates who require sponsorship to work in the UK.