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 policiesManaging key fobs and visitor passesConducting office and building inductionsLiaising with building managementLead Health & Safety responsibilities, including: Acting as Fire Warden and First AiderManaging incident reporting (accidents, near misses, ill health)Coordinating first aid training and liaising with the HSE teamManageonboarding andoffboarding processes, including: Maintaining distribution lists and organisational chartsCoordinating IT access (e.g. SharePoint)Delivering local inductionsOversee general office operations and administration, including: Managing office space and desk allocationMaintaining governance and holiday calendarsCoordinating office supplies, catering, and facilitiesBooking and organising staff events, e.g. summer parties, Christmas parties and team-building daysProvide 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 meetingsBooking meeting rooms, venues, and required facilitiesCoordinating logistics for conferences and management eventsPreparing agendas and supporting materialsTake ownership of action tracking, ensuring: Key decisions and actions from meetings are recordedFollow-ups are monitored and completed within deadlinesAct 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.