Job Description
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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.
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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.
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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.
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Key Responsibilities
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Executive and Senior Leadership Support
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Provide day-to-day administrative and organisational support to the Executive Office team.
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Manage and coordinate diaries for senior leaders, including the Chief Executive and Chair, ensuring effective forward planning and prioritisation.
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Identify scheduling conflicts, competing priorities and emerging issues, escalating where appropriate.
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Coordinate executive meetings and support the efficient delivery of senior-level business.
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Correspondence and Mailbox Management
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Monitor and manage executive and shared mailboxes, ensuring enquiries and correspondence are handled promptly.
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Assess and prioritise incoming correspondence, responding directly or coordinating responses as required.
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Maintain accurate records of actions, deadlines and delegated tasks, ensuring timely follow-up.
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Handle sensitive and confidential information with discretion and professionalism.
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Briefing and Meeting Coordination
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Coordinate briefing materials and supporting documentation for senior leaders, boards and committees.
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Liaise with colleagues across the organisation to gather information and ensure papers are accurate, complete and submitted within agreed deadlines.
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Maintain tracking systems for briefing requests, responses and outstanding actions.
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Support the preparation and coordination of agendas, meeting papers and related documentation.
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Governance and Administrative Support
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Provide administrative support for Board, Senior Leadership Team and Audit and Risk Committee activities.
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Assist with the organisation and maintenance of board-related information and documentation.
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Support minute-taking, action tracking, records management and document control.
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Act as a professional and responsive point of contact for the Executive Office, liaising with internal and external stakeholders as required.
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Essential Skills and Experience
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To be successful in this role, you will have:
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Previous experience providing executive, senior leadership or governance administration support.
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Strong diary management, scheduling and meeting coordination skills.
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Experience supporting boards, committees or senior decision-making groups.
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Minute-taking skills and the ability to maintain accurate action logs and track progress against deadlines.
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Experience managing busy executive or shared mailboxes and coordinating correspondence.
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Excellent organisational skills, with the ability to prioritise competing demands in a fast-paced environment.
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Exceptional attention to detail and a high level of accuracy.
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Strong written and verbal communication skills, with the confidence to liaise professionally with senior stakeholders.
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Sound judgement and the ability to manage confidential and sensitive information appropriately.
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Strong Microsoft Office 365 skills, particularly Outlook, Teams, Word, Excel and SharePoint.
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The ability to work independently, use initiative and manage a varied workload with minimal supervision.
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Desirable Experience
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The following experience would be advantageous:
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Working within the public sector, government, a regulatory body, agency or non-departmental public body (NDPB).
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Providing administrative support to boards, committees or formal governance functions.
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An understanding of governance arrangements and organisational decision-making processes.
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Familiarity with records management and document control systems.
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Experience working within a complex, structured organisation with multiple stakeholders and competing priorities.
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Key Objectives
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During the assignment, you will help maintain effective and consistent Executive Office operations by:
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Ensuring the smooth management of senior leaders’ diaries, correspondence and shared mailboxes.
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Coordinating executive meetings and supporting Board, Senior Leadership Team and committee business.
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Ensuring briefing papers, agendas and meeting documentation are prepared and circulated within agreed timescales.
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Maintaining accurate records, action logs and decision-tracking systems.
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Providing dependable administrative cover during periods of increased workload and staff absence.
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The Ideal Candidate
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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.
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You will be comfortable working in a busy and often changing environment, able to manage competing deadlines, exercise discretion and work with minimal supervision.
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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.
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If you have the skills and experience to provide high-quality executive support and are available for a 12-week temporary assignment, we would welcome your application by sending your CV to Lyndsey
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