Executive Office Support Officer

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.

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.

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.

• Working…