Office Manager / Executive Assistant

An Office Manager / Executive Assistant required for a major Offshore Wind farm developer based in Scotland

Responsibilities:

Support the project as part of the Project Management Office (PMO), contributing to operational efficiency and coordination.
Act as the first point of contact for internal and external stakeholders, ensuring a professional and welcoming office environment.
Lead and manage all external office interfaces, including contractors, IT providers, security, landlord, cleaning services, facilities, and utilities.
Oversee office lease agreements and supplier contracts, ensuring compliance with budget and contractual obligations.
Manage invoice approvals and maintain an accurate office budget tracker.
Ensure full compliance with relevant legislation and regulations (e.g. Health & Safety, fire safety), maintaining knowledge of site procedures.
Take ownership of office access control and security processes, including:
Developing and maintaining access control and visitor policies
Managing key fobs and visitor passes
Conducting office and building inductions
Liaising with building management
Lead Health & Safety responsibilities, including:
Acting as Fire Warden and First Aider
Managing incident reporting (accidents, near misses, ill health)
Coordinating first aid training and liaising with the HSE team
Manageonboarding andoffboarding processes, including:
Maintaining distribution lists and organisational charts
Coordinating IT access (e.g. SharePoint)
Delivering local inductions
Oversee general office operations and administration, including:
Managing office space and desk allocation
Maintaining governance and holiday calendars
Coordinating office supplies, catering, and facilities
Booking and organising staff events, e.g. summer parties, Christmas parties and team-building days
Provide dedicated administrative and coordination support to the Project Director and Deputy Director, ensuring effective prioritisation and time management.
Manage complex calendars, including scheduling meetings, resolving conflicts, and optimising executive availability.
Lead meeting and event coordination, including:
Organising senior leadership and stakeholder meetings
Booking meeting rooms, venues, and required facilities
Coordinating logistics for conferences and management events
Preparing agendas and supporting materials
Take ownership of action tracking, ensuring:
Key decisions and actions from meetings are recorded
Follow-ups are monitored and completed within deadlines
Act as a key liaison between leadership and internal and external stakeholders, ensuring clear and timely communication.
Anticipate leadership needs and proactively address administrative or operational challenges.
Maintain confidentiality and handle sensitive information with discretion.

Requirements:

Experience of similar Office Manager roles previously.
Experience coordinating with project teams and external stakeholders