Executive Assistant (4 Months Contract) – Dubai Campus

Summary of Key Duties and Responsibilities

• Provide general administrative support to the Head of Business Development and the wider External Relations Group
• Play a key role in the COP28 Event Working Group, the Centre of Excellence in Smart & Sustainable Construction Team and wider External Relations Group
• Organising meetings; room booking, catering, circulation of meeting papers, accurate minute taking and action trackers.
• Event organising; booking rooms, arranging catering, issuing meeting invites, managing guest lists, and distributing event materials.
• Dealing efficiently with staff and visitor enquiries on a regular basis in person, by telephone and e-mail to provide a high level of customer service.
• Booking travel, accommodation and conferences for staff and recording expenditure for travel budgets.
• Dealing with external bodies such as Industrial Sponsors, Partner Institutes and Funding Councils.
• Collating information from academic and research staff for annual reports and other documents.
• Disseminate relevant information to staff and partners, as required (e.g. via SharePoint, email, and Microsoft Teams).
• Updating relevant processes as necessary (SharePoint, Application form and guidance).

Please note that this job description is not exhaustive, and the role holder may be required to undertake other relevant duties commensurate with the grading of the post.  Activities may be subject to amendment over time as the role develops and/or priorities and requirements evolve.

Skills and Requirements

Essential

• Educated to first degree or equivalent
• Good level of competency in written and spoken English
• Experience of working within a confidential office environment as outlined above
• Innovative and self-motivated
• Able to work alone and collaboratively
• Well-developed interpersonal skills
• Good organisational skills
• Good writing/speaking communication skills (with internal colleagues and external stakeholders)
• Good working knowledge of appropriate IT software (e.g. Microsoft Word, Microsoft Outlook, Microsoft Excel, shared portals)
• Demonstrable excellent customer service
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable professional and proactive appearance and approach

Desirable

• Experience of events
• Experience of CRM
• Experience in Higher Education
• Advanced knowledge of Microsoft Excel
• Experience in organising events such as conferences and seminars
• Experience of booking travel and accommodation
• Experience of minute taking

Note: Applicants must be on their own visa, the contract duration is 4 months.

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

The appointment is conditional upon successful completion of all Labour and Immigration formalities.