Office Manager / Executive Assistant

Taylor Hopkinson; Glasgow; On-site; GBP 27,000 - 38,000; Full time

Job summary

Taylor Hopkinson is seeking an Office Manager to support the PMO and ensure efficient operations within the Glasgow office. You will coordinate with project teams and external stakeholders, manage space, budgets, and supplier contracts, and maintain compliance with safety regulations.

You will lead access control, security, inductions, and health & safety duties while providing critical administrative support to senior leadership and coordinating calendars, meetings, and staff events.

Qualifications

• Experience in office manager roles.
• Experience coordinating with project teams and external stakeholders.
• Confidential handling of sensitive information.

Responsibilities

• Support PMO operations to improve efficiency and coordination.
• Act as first point of contact for internal and external stakeholders.
• Lead and manage external office interfaces (contractors, IT, security, landlord, facilities).
• Oversee leases, supplier contracts, and budget tracking.
• Ensure compliance with Health & Safety, fire safety, and site procedures.
• Manage office access control, security processes, and inductions.
• Lead Health & Safety duties (Fire Warden, First Aider, incident reporting).
• Coordinate onboarding/offboarding, IT access, and local inductions.
• Oversee office operations, governance, calendars, supplies, events.
• Provide admin support to the Project Director and Deputy Director; manage calendars and meetings.

Skills

Office management

Stakeholder coordination

Calendar management

Event coordination

Job description

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 manages onboarding and offboarding 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.