Leapwork is a software company on a mission to automate all repetitive work in IT and working on a global scene with the largest companies in the world as customers such as NASA, PayPal, Google, Patagonia, BMW, Mercedes, Amazon, and similar. As a venture-backed company, Leapwork investors are such as KKR and Salesforce and is one of the fastest-growing tech companies in Europe.
Leapwork is looking for a passionate CEO Assistant & Head of Business Support to join their team of 350 employees and act as the beating heart of the Leapwork office culture.
The ideal candidate will be responsible for the happiness of the entire Leapwork team and the launch and operation of Leapwork’s brand-new exquisite headquarter located next to Marmorkirken in the centre of Copenhagen.
This uniquely tailored role encompasses not just the traditional responsibilities and trusted duties associated with a CEO Assistant but also allows you to apply and develop your leadership competencies, as you will be managing the Business Support Team “BST”.
As the CEO Assistant and Business Support Manager, you will work “backstage” with the CEO, and at the heart of the company, you will lead and inspire a team of operational functions such as an office manager, administrative staff, technical support specialists, two Michelin chefs, and vendors whom all work to ensure Leapwork’s HQ. Jointly you will plan and execute happy hours, employee engagement activities, team gatherings, and inspiring client events while providing the best operational support internally and externally to clients, stakeholders, and the entire Leapwork team.
You are a warm people person leading the BST, and you have a passion for making Leapwork the best place to work!
Tasks and Responsibilities
As Head of Business Support, you will:
Inspire the BST to excellence every day while handling the day-to-day management of BST, including supervisory and delegation. Handle annual leave, monitor absence, and arrange cover.
Shape the development plans and the annual appraisal process for the BST, incl. goal setting, mid-year, and year-end (collecting feedback, handling performance summaries etc.), and evaluating training needs tailored to the BST members.
Work with the management team to improve the efficiency of the offices and take the lead on office-related projects (i.e., space management, refits, and office improvements).
Ensure that satisfaction targets are met and exceeded. Seek continuous improvement and introduce processes to streamline per best practice.
Manage budgets and cash flow, monitor expenditures, and predict future needs. Manage Leapwork’s e-boks.
Inspire, co-create, and assist the office manager with the planning and execution of events.
Liaise with landlords, contractors, and suppliers, manage admin support, issue digital invitation letters, and offer internal training on Leapwork’s travel platform, TripActions.
Manage health and safety, ensuring appropriate measures, policies, and risk assessments are in place.
As the CEO Assistant, you will:
Handle Christian’s calendar of appointments and travel. Proactively review and prepare short-term and long-term. Ensure materials, pre-read and information are delivered ahead of meetings and analytically manage time and handle changes.
Prepare and attend management team meetings, leadership workshops and seminars. You will own, organise, consolidate input, build agenda, prepare content, and take action notes. Review action logs to identify follow-up activities and deadlines.
Plan and prepare board, committee, and shareholder meetings. Work with the management team to develop and distribute presentations, and meeting agendas, arrange all logistical details, and review minutes to identify follow-up activities and deadlines.
Be that special “cultural and social glue” and the initiator that helps hold a management team together and act as eyes and ears whilst applying your emotional intelligence and making recommendations discreetly as needed.
Plan and implement the annual wheel activities. Help build internal procedures using corporate internal systems and tools, creating administrative stability.
Handle ad hoc administration, including completing the CEO expense reports.
Help Christian with his inbox management. Screening and researching incoming issues that need more background, identifying those that require urgent action and those that you or others can complete in the team.
Mindset & Competencies
We are looking for someone who is a warm people person and team player and someone good at coaching and supporting team members. In addition, you reflect values, culture, and brand at all levels and make a positive impression on key contacts.
You grasp the big picture yet track operational detail and overview and you learn this from proactively asking questions to resolve open issues. You fill the gaps and re-prioritize tasks when needed.
You proactively seek opportunities to help others and are always committed to making your colleagues successful. With your strong interpersonal and collaboration skills and diplomatic character, you possess sound judgment with a high level of integrity and professionalism. Moreover, you are positive to improve the status quo with a natural built-in principle of continuous improvement.
You have a sense of urgency, attention to detail, and the ability to handle sensitive and confidential information with discretion.
And not least, will you make sure to know the CEO’s objectives, goals, deadlines, and deliverables daily, weekly, monthly, and quarterly. You proactively follow through behind the scenes in furtherance of these, acting with an execution-oriented can-do attitude and as an informed representative for the CEO.
Qualifications
Proven 4-6 years of experience as a personal/executive assistant supporting executive-level individuals in scale-up multinational organisations.
Ideally, experience from a tech scale-up, a listed company, or a company with high compliance standards.
Stellar references, a strong presence, and a confident and accommodating personality.
As a minimum, a bachelor’s degree.
Fluency in Danish and English, verbally and written. Excellent writing, editing, grammatical, organisational, and research skills.
IT savvy and highly proficient in applying new IT tools in daily tasks and operations.
Questions about the role
Do you have questions about this role, please reach out to Frederikke Høg – frederikke@osander.dk
