Executive Office Support Officer

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 is recruiting on behalf of our client for an experienced Executive Office Support Officer to provide temporary administrative and coordination support within a busy Executive Office for an initial period of 12 weeks.

Working as part of a small, fast‑paced team, you will provide essential support to senior management and the wider Executive Office, helping to coordinate executive and governance activities during a period of increased workload and staff absence.

This is a varied, hands‑on administrative role rather than a specialist governance position. The successful candidate will provide flexible, reliable support across a range of activities, ensuring the smooth running of executive operations and allowing permanent team members to focus on key organisational priorities.

Key Responsibilities

Executive and Senior Leadership Support

• 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.

Correspondence and Mailbox Management

• 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.

Briefing and Meeting Coordination

• 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.

Governance and Administrative Support

• 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.

Essential Skills and Experience

To be successful in this role, you will have:

• 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.

Desirable Experience

• Working within the public sector, government, a regulatory body, agency or non‑departmental public body (NDPB).
• Providing administrative support to boards, committees or formal governance functions.
• An understanding of governance arrangements and organisational decision‑making processes.
• Familiarity with records management and document control systems.
• Experience working within a complex, structured organisation with multiple stakeholders and competing priorities.

Key Objectives

• Ensuring the smooth management of senior leaders’ diaries, correspondence and shared mailboxes.
• Coordinating executive meetings and supporting Board, Senior Leadership Team and committee business.
• Ensuring briefing papers, agendas and meeting documentation are prepared and circulated within agreed timescales.
• Maintaining accurate records, action logs and decision‑tracking systems.
• Providing dependable administrative cover during periods of increased workload and staff absence.

The Ideal Candidate

We are looking for a proactive, highly organised and experienced administrator who can hit the ground running, adapt quickly to new systems and processes, and provide confident support to senior leaders.

You will be comfortable working in a busy and often changing environment, able to manage competing deadlines, exercise discretion and work with minimal supervision.

Candidates with experience supporting executive teams, Chief Executives, Directors, boards or committees within the public sector, government, regulatory bodies or other complex organisations are particularly encouraged to apply.