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.

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