Executive Personal Assistant to the Principal

Job Summary

Robert Gordon University (RGU) is widely recognised as a distinctive part of Aberdeen and Scotland’s education landscape. Every one of our employees makes their own unique and equally important contribution to our success, at every level of our operation.

An experienced and highly organised professional, you will provide outstanding executive support to the Principal and Vice-Chancellor. In this pivotal role, you will manage complex diary commitments, coordinate correspondence, emails and enquiries, and act as a trusted liaison with senior stakeholders both inside and outside the University. Working closely with the Principal and Vice-Chancellor's Policy Officer, you will also contribute to the wider work of the Principal’s Office, preparing briefings, conducting research, and producing materials for meetings and strategic engagements.

In addition to supporting the Principal and Vice-Chancellor, you will lead and develop a team of Executive Assistants, ensuring high‑quality, consistent support across the University Executive.

With extensive experience in senior executive support, excellent organisational and communication skills, and the ability to perform confidently in a fast‑paced environment with utmost confidentiality, discretion, and professionalism, you will play a vital role in enabling the effectiveness of the University’s leadership.

While this role is primarily based on campus, there may be some flexibility for limited remote working. In line with RGU’s commitment to supporting work/life balance, you will also benefit from a generous pension scheme, 46 days’ annual leave (including statutory days), and access to an onsite nursery and sports centre, along with a range of voluntary health and travel benefits.

Job Description

RESPONSIBLE TO: Principal and Vice-Chancellor

RESPONSIBLE FOR: Line management responsibilities for Executive Assistants

PURPOSE OF POST: To deliver high-level, proactive and confidential executive support to the Principal and Vice-Chancellor, with a focus on diary coordination, communications, and stakeholder engagement.

The postholder will also lead and manage a team of Executive Assistants who provide dedicated support to the wider University Executive, including responsibility for their recruitment, development, and performance.

Working closely with the Policy Officer, this role requires forward planning, interacting with key internal and external contacts and independently coordinating all aspects of the Principal’s activity, including convening meetings with Deputy Vice-Chancellors and members of the Executive.

The role will also be part of a project-focused team based in the Principal’s Office and the post holder will be required to interface with and work closely with other members of this team.

PRINCIPAL DUTIES:

• Provide a comprehensive executive support to the Principal and Vice-Chancellor ensuring the smooth running of the Vice-Chancellor’s office including complex diary management, organising meetings and associated administration, correspondence handling including emails, ensuring appropriate circulation where necessary, recording and monitoring deadlines, drafting letters and replies for the Vice-Chancellor’s signature.
• Lead, manage, and develop a team of Executive Assistants, ensuring consistent and high-quality support across the University Executive.
• Oversee recruitment, induction, training, and ongoing development of Executive Assistants.
• Provide a professional interface between the Vice-Chancellor and an extensive range of internal and external contacts and to deal with enquiries and issues that arise in the Vice-Chancellor’s office and on behalf of the Vice-Chancellor.
• Convene meetings with the Deputy Vice Chancellors and members of the Executive as required by the Principal’s Office, working with the Policy Officer to ensure these are diarised and planned around business need.
• Act as main point of contact for internal and external enquiries to the Vice-Chancellor, initiating action to referring where appropriate, and making judgements about the urgency of issues.
• Manage the Vice-Chancellor’s mail, including confidential correspondence, on a daily basis, and to prioritise items for action with consideration to deadlines and diary commitments.
• Manage travel arrangements for the Vice-Chancellor, both within the UK and for overseas trips including research and recommending travel schedules, making reservations and other arrangements. Assist with preparation of itineraries to optimise the use of the Vice-Chancellor’s time, and make arrangements in accordance with the agreed programme and briefings.
• Undertake ad hoc projects and assignments on behalf of the Vice-Chancellor, including researching and preparing documents, background information for speeches, information for foreign trips and other similar projects.
• Ensure that the Vice-Chancellor is fully prepared and briefed for meetings (internal and external), conferences and other engagements.
• Manage the Vice-Chancellor’s office budget and expenses, including external commitments
• Act as an authorised signatory on behalf of the Vice-Chancellor’s office for purchase orders and requisitions, and approve invoices for payment on the purchase ordering system.

• Working with the Secretary to the Honorary Degrees Committee, process successful nominations for honorary graduands and taking the lead for practical arrangements.
• Prior to graduations, be the main point of contact for all the University’s honorary graduands/graduates, undertaking all correspondence and liaison, organising their personal arrangements and those of their guests. Inviting and assisting colleagues who are invited to present the awards, and working alongside the Events team to ensure a smooth running of graduation ceremonies.

Duties of the post outlined are not exhaustive, and the postholder will be expected to be co-operative and flexible, undertaking such other duties as may be reasonably expected. The duties of the post will be subject to review in line with changing requirements, both internal and external.

PERSON SPECIFICATION

ESSENTIAL REQUIREMENTS

Qualifications & Professional Memberships

• HND in Business Administration or related subject, or equivalent knowledge and experience with evidence of strong administrative capability through previous experience in a senior level executive support role

Knowledge & Skills

• Strong digital literacy skills, including confident use of standard Microsoft products and digital information management tools.
• Excellent organisational and time management skills, with ability to plan ahead and manage complex schedules.
• Strong written communication skills for drafting letters, preparing documents and briefing materials.
• Strong interpersonal and verbal communication skills with the ability to engage confidently with senior stakeholders.
• Ability to make judgements about urgency, handle enquiries and initiate action appropriately.
• Ability to act with a high level of confidentiality, discretion, and professionalism.
• Skilled in project coordination, including researching and preparing material for speeches, trips and briefings.
• Financial administration skills, including managing budgets and approving purchase orders or invoices.

Experience

• Significant experience of providing high level executive support, including complex diary management, correspondence handling, meeting coordination and preparing documents.
• Demonstrable experience juggling multiple priorities, managing deadlines, and forward planning.
• Experience leading, managing, or developing administrative staff, including recruitment, induction, and performance.
• Experience supporting committees, including preparing papers, writing minutes and following up actions.
• Experience acting as a professional interface with senior internal and external stakeholders.
• Experience managing confidential information and correspondence.

DESIRABLE REQUIREMENTS

Knowledge & Skills

• Knowledge of university governance and executive structures, including committee processes.

Experience

• Basic to moderate project management experience.
• Experience with financial management systems.
• Experience of supporting senior leaders within a complex organisation such as a university.
• Experience supporting high profile events or ceremonial duties (e.g., graduations, honorary degrees).
• Experience arranging UK and overseas travel itineraries.

Behaviours

Behaviour 1: Service Delivery - Experience of exploring and adapting a service to meet customers’ expectations and also identifying ways of improving standards 

Behaviour 2: Team Development - Experience of providing advice or guidance to new starts, delivering training or instruction to others on specific tasks or activities and identifying the training and development needs of the team and carrying out performance appraisals 

Behaviour 3: Communication - Ability to receive, understand and convey both straightforward information, and information requiring careful explanation, in a clear and accurate manner

Behaviour 4: Team Work and Motivation - Experience of being a team leader, agreeing clear team objectives and organising and delegating tasks according to individual abilities

Behaviour 5: Planning and Organising Resources -  Experience of planning, prioritising and organising the work of yourself and others (within own area) on a daily, weekly or monthly basis, whilst  ensuring the effective use of resources 

Behaviour 6: Pastoral Care and Welfare - Experience of calming and reassuring those with work/study related problems who may be experiencing distress and dealing with difficult welfare situations or confidential matters