Executive Administrator in Glasgow

The post holder will be part of the Estates Planning and Administration Team reporting to the Executive Lead and support the delivery of a high-quality range of administrative, business, and operating functions within the Directorate. This will include significant forward planning, interacting with key internal and external stakeholders, acting as a professional representative, and proactively and independently managing work in a fast-paced environment.

Main Duties And Responsibilities

• Provide a high level of administrative and business support to Executive and Leadership Team to facilitate the balance of their full range of professional and management responsibilities.
• Active management of correspondence and filtering enquiries on their behalf, diary management and scheduling, undertaking administrative and secretarial duties and assisting with managing queries in a timely and appropriate manner.
• Support to Executive and Leadership Team and contribute to a culture of continuous improvement by implementing service improvements and new processes to enhance quality of services.
• Coordination of relevant board, governance and committee dates and schedules, forward planning in advance and liaison with internal and external stakeholders.
• Working closely with convenors to agree agenda content, collate and distribute papers and attend meetings as a clerk to record accurate notes.
• Responsible for preparing professional business documents, presentations and reports using standardised formats.
• Administering confidential information, records, documents and collating data and information from University systems and external sources.
• Collaborate and liaise with a diverse network of internal and external colleagues and associates.
• Co-ordinating internal and external meetings, events, and project management.
• Organising room bookings, venue hire and internal and external catering.
• Organise travel and relevant insurance and visas.
• Prepare comprehensive itineraries in advance of travel.
• Process purchase orders and expenses using Agresso and in line with the University’s financial procedures.
• Organise, facilitate and promote events and workshops with internal and external stakeholders.
• Coordinating responses to FOI and SAR enquiries including cross-Directorate data collection.
• Develop and manage internal communication channels such as Microsoft Teams/SharePoint.
• Engage in reasonable professional development activities as appropriate.
• Undertake any other reasonable activities dependent on the needs of the team.

Knowledge/Qualifications

• Essential: A1 Scottish Credit and Qualification Framework Level 7 or equivalent, and experience of personal development in a similar role.
• A2 Knowledge of the General Data Protection Regulations and their application.
• A3 Excellent knowledge of Microsoft Office programs/applications.
• Desirable: B1 Knowledge of Higher Education.
• B2 Knowledge of University software packages e.g. Agresso.
• B3 Knowledge of the University governance and policy framework.
• B4 Knowledge of PPM Anywhere.

Skills

• Essential: C1 Excellent oral and written communication and interpersonal skills.
• C2 Excellent organisational, planning and time management skills.
• C3 Ability to plan and prioritise effectively and manage complex tasks.
• C4 The ability to work both independently and flexibly as part of a high performing team.
• C5 Well developed analytical, problem-solving, and decision making skills.
• C6 Flexible in approach, with the ability to react in a constantly changing environment.
• C7 Excellent attention to detail and effective IT skills.

Experience

• Essential: E1 Proven, relevant administrative experience.
• E2 Experience of supporting senior colleagues.
• E3 Demonstrable experience in the management of confidential and sensitive information.
• E4 Experience of clerking formal committees.
• E5 Experience of working effectively with multiple stakeholders.
• E6 Experience of collaborating within a team.
• Desirable: F1 Experience of working within the Higher Education Sector.
• F2 Experience of providing administrative support to a Senior Manager.

Terms and Conditions

This post is full time (35 hours p/w) and fixed term for up to 3 years. Closing date: 28 January 2026.

As a valued member of our team, you can expect a warm welcoming and engaging organisational culture, an excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension benefits and discount packages. A flexible approach to working and a commitment to support your health and wellbeing.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities.