Project Administrator in Aberdeen

Are you looking for a challenging, rewarding and meaningful project support role at an organisation that’s tackling global land‑use issues and exploring solutions to the multiple crises relating to climate, biodiversity, food security and energy? The James Hutton Institute is a well‑respected and globally recognised independent research organisation, delivering fundamental and applied science to drive the sustainable use of land and natural resources.

The purpose of this post is to provide administrative and coordination support to the Land Use for Net Zero (LUNZ) Hub and the FarmHeroes European Commission–funded project. The postholder will support the effective day‑to‑day running of both projects by organising meetings and events, coordinating internal communications, maintaining project records and systems, and acting as a central point of contact for partners and stakeholders.

Main Duties of the Postholder:

• Project Coordination & Secretariat Support: Organise and schedule key project meetings and events, attend meetings as required, take accurate minutes, track action points, and ensure timely follow-up with relevant partners.
• Internal Communications & Partner Liaison: Act as a first point of contact for project partners, responding to routine queries and directing more complex matters to the Senior Project Manager or relevant team members.
• Project Monitoring & Information Management: Support the maintenance of project management platforms, assist with tracking project milestones and deliverables, and maintain accurate records of meetings, decisions, and actions.
• Governance, Risk, Ethics & Finance Support: Schedule governance, risk, and ethics meetings, prepare and circulate papers, and assist the Senior Project Manager in maintaining up-to-date documentation.
• Event Support: Provide administrative support for project events, workshops, and stakeholder activities, including venue arrangements and participant coordination.

Essential Criteria:

• Administrative experience — experience providing general administrative or coordination support in a team environment.
• Organisation & time management — ability to manage multiple tasks, prioritise effectively and meet deadlines.
• Communication skills — clear written and verbal communication, with confidence liaising with colleagues and external partners.
• Meeting support — ability to organise meetings and take accurate notes or minutes.
• Digital proficiency — competent using standard office software and comfortable learning project management tools.
• Attention to detail — ability to maintain accurate records, documents and logs.
• Interpersonal skills — ability to work collaboratively and contribute positively to a team.

Desired Criteria:

• Experience supporting projects or events — familiarity with organising workshops, stakeholder activities or multi‑partner meetings.
• Experience in research, HE or externally funded projects — helpful but not essential.
• Basic finance or procurement experience — raising purchase orders or processing invoices.
• Experience with shared document systems — e.g., shared drives, repositories or project platforms.
• Interest in sustainability or land‑use topics — beneficial but not required.

The James Hutton Institute is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.