Executive Assistant - Dubai Campus

Purpose of Role:
You will be a highly effective individual with a proven record of delivery,
having provided a wide range of support at senior management level in your
career to date. As the first point of contact for the Senior Executive Group
of Dubai Campus, the key focus of the role will be to maximise the
effectiveness of the management group across all interactions, internally and
externally. You will assist with project management in key areas, liaising
directly with a diverse and complex range of stakeholders throughout the
process. In addition to this the you will demonstrate the highest possible
levels of flexibility and attention to detail.
Summary of Key Duties and Responsibilities:
* To provide a full range of confidential administrative and project management support to the COO & DVPs of Dubai Campus.
* Where appropriate, and with delegated authority, to act on behalf of the COO & DVPs of Dubai Campus.
* Proactively and independently manage complex projects, often involving multiple stakeholders with conflicting priorities, using judgement and discretion. This is likely to involve convening project teams for some projects, delivering to strict deadlines and constantly moving requirements within an agreed budget.
* Provide professional customer service in all interactions, assuring professional representation of the COO & DVPs
* Communicate effectively by phone, email and in person in a professional and tactful manner responding promptly and accurately.
* Board and senior management level liaison
* Autonomous management of email with both internal and external stakeholders to a high level of language consideration
* Event and visitor management
* Arrange meetings with key reporters/media in collaboration with the Communications team, attend meetings and manage calendars.
* To prepare relevant info for press meetings, advise on agenda and discussion points in collaboration with the Communications team.
* Follow up actions for the COO & DVPs, many on an ad hoc basis, dealing with urgent actions, and serving as the primary information source for on-going projects. This requires the post-holder to be aware of university priorities and pressures and be sensitive to the strategic direction of the University.
* Ensure that the COO & DVPs are prepared for all meetings with the correct paperwork, data, and background information to make informed decisions.
* To carry out of background research and analysis, presenting data documentation and creating presentations where required.
* Collation of reports and reviews.
* To undertake secretarial and administrate office functions devising and maintaining office systems, data management and related processes to a high level of efficiency. This element of the role will include organising and attending meetings with them, producing minutes, administering, and supporting governance processes and liaising with internal and external stakeholders.
* To manage conflicting priorities of equal importance using their judgement and negotiating skills.
* To draft letters and manage emails on behalf of the COO & DVPs of Dubai Campus. Ensuring that emails are prioritised and managed accordingly.
* To organise and maintain the COO & DVPs diaries and make appointments including arranging any business travel and accommodation that may be required.
* To maintain effective links with Heads of Professional Services, Schools, Institutes and other stakeholders including setting regular one to one meeting with all direct reports.
* To continuously review, develop, adapt and maintain all procedures and duties specific to the role ensuring that they are fit for purpose.
* To undertake other specific and/or related tasks and administrative roles and duties as required supporting the functions of the Senior Executive Group.
* To assist the Provost of Dubai campus and the Pro-Chancellor in the absence of their EA as required.
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.
Education, Qualifications & Experience:
Essential
* Educated to first degree level or equivalent practical experience in the workplace
* Substantial relevant experience and success working in an administration role at a senior level in a complex environment
* Strong IT skills with the ability to learn new applications and work with databases, report generators, Microsoft Office suites and related software
* Significant and proven experience of relationship building with a variety of stakeholder groups and audiences
* Project management experience
* Strategic thinker
* Excellent written and verbal communication skill
* Able to prioritise across a multiple and complex agendas
* Able to provide constructive advice, analyse and interpret complex and or specialist issues and translate these into efficient management summaries
* Able to track devolved work and maintain schedules, secure outcomes and organise events meetings
At Heriot-Watt we understand that being diverse makes us better which is why
we support a culture of respect and equal opportunity, and value diversity at
the heart of what we do. We want to increase the diversity of our workplace to
underpin a dynamic and creative environment.

The appointment is conditional upon successful completion of all Labour and
Immigration formalities, and the start date will need to be delayed if the
employment visa is not in place