Executive Office Support & Governance Assistant

Global Highland Ltd; Inverness; On-site; GBP 1,515,000 - 2,066,000; Full time

Job summary

Global Highland Ltd. is seeking an experienced Executive Office Support Officer to provide temporary administrative and coordination support within a busy Executive Office for an initial 12-week period.

You will support senior leadership, coordinate diaries, meetings, and governance-related papers to ensure the smooth running of executive operations during a peak workload. The role requires strong diary management, board and committee support, minute-taking, and excellent MS Office 365 skills.

Qualifications

• Previous experience providing executive, senior leadership or governance administration support.
• Strong diary management, scheduling and meeting coordination skills.
• Experience supporting boards, committees or senior decision-making groups.
• Minute-taking skills and the ability to maintain accurate action logs and track progress against deadlines.
• Experience managing busy executive or shared mailboxes and coordinating correspondence.
• Excellent organisational skills, with the ability to prioritise competing demands in a fast-paced environment.
• Exceptional attention to detail and a high level of accuracy.
• Strong written and verbal communication skills, with the confidence to liaise professionally with senior stakeholders.
• Sound judgement and the ability to manage confidential and sensitive information appropriately.
• Strong Microsoft Office 365 skills, particularly Outlook, Teams, Word, Excel and SharePoint.
• The ability to work independently, use initiative and manage a varied workload with minimal supervision.

Responsibilities

• Provide day-to-day administrative and organisational support to the Executive Office team.
• Manage and coordinate diaries for senior leaders, including the Chief Executive and Chair, ensuring effective forward planning and prioritisation.
• Identify scheduling conflicts, competing priorities and emerging issues, escalating where appropriate.
• Coordinate executive meetings and support the efficient delivery of senior-level business.
• Monitor and manage executive and shared mailboxes, ensuring enquiries and correspondence are handled promptly.
• Assess and prioritise incoming correspondence, responding directly or coordinating responses as required.
• Maintain accurate records of actions, deadlines and delegated tasks, ensuring timely follow-up.
• Handle sensitive and confidential information with discretion and professionalism.
• Coordinate briefing materials and supporting documentation for senior leaders, boards and committees.
• Liaise with colleagues across the organisation to gather information and ensure papers are accurate, complete and submitted within agreed deadlines.
• Maintain tracking systems for briefing requests, responses and outstanding actions.
• Support the preparation and coordination of agendas, meeting papers and related documentation.
• Provide administrative support for Board, Senior Leadership Team and Audit and Risk Committee activities.
• Assist with the organisation and maintenance of board-related information and documentation.
• Support minute-taking, action tracking, records management and document control.
• Act as a professional and responsive point of contact for the Executive Office, liaising with internal and external stakeholders as required.

Skills

Executive support

Diary management

Meeting coordination

Board/governance support

Minute-taking

Document control

Confidential information

MS Office 365

Outlook

Teams

SharePoint

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Global Highland Ltd. is seeking an experienced Executive Office Support Officer to provide temporary administrative and coordination support within a busy Executive Office for an initial 12-week period.

You will support senior leadership, coordinate diaries, meetings, and governance-related papers to ensure the smooth running of executive operations during a peak workload. The role requires strong diary management, board and committee support, minute-taking, and excellent MS Office 365 skills.