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