Osander ApS is recruiting on behalf of Ferrosan Medical Devices A/S
Would you like to join an ambitious and successful medical device company on an exciting growth and transformation journey?
Ferrosan Medical Devices (FeMD), a leader in the medical device industry since 1947, delivers innovative hemostatic solutions to improve patient outcomes. Partnering with Ethicon (Johnson & Johnson), their products are sold in over 100 countries, and every two seconds a product from FeMD is used. With 350 employees in Søborg, Denmark, and 145 in Szczecin, Poland, they focus on developing hemostatic products and handheld biopsy instruments for breast cancer diagnostics.
At FeMD it is widely recognized that people are paramount to achieving ambitious strategic objectives and fulfilling the purpose of “making seconds count in surgical care”. There is a shared belief imbedded in the culture that collective, as well as individual, success is achieved when an innovative environment is created where talents thrive and grow together.
The FeMD team sees things differently. Therefore, you will become part of a carefully selected team. This uniquely tailored role encompasses not just the traditional responsibilities and trusted duties associated with a corporate CEO Assistant but also allows you to contribute actively to the overall development and growth of FeMD.
The position could be a game-changing opportunity for you, especially if you already have 3-5 years of experience as a C-level personal assistant and if you:
Are energized by delivering value-adding analytical, administrative, and proactive support to an inspiring executive in a fast-paced, entrepreneurial environment.
Desire to incorporate numerous projects and communication tasks into your area of responsibility.
The job
The role can be summarized as a hybrid personal assistant position, as you will be undertaking most of the typical tasks and responsibilities that one would expect in a corporate PA position as your primary area of responsibility. In addition, you will be challenged to apply your skills to contribute directly to FeMD’s growth and development by handling various projects within HR and Communication.
The right mindset, agility, and values are more important than a long and seasoned background as a PA, but we expect you to be a quick and determined learner.
To be successful in this role and fit the FeMD professional values and principles, we hope that:
You have great proactive “client hands”, are a natural and passionate communicator, thrive when interacting with others, and have flair and understanding for servicing a busy and entrepreneurial executive.
You have an ever-positive and optimistic mindset, super-strong energy, and can-do attitude (no job too big or too small), and tons of enthusiasm, always seeing solutions, never seeing barriers.
You are analytical, self-motivated, and self-driven and can work independently and in close collaboration with others on projects, either as a lead or participant.
You have solid personal and professional values, with high personal integrity and standards.
You have excellent communication skills. Ideally, your English written, and verbal skills are outstanding, i.e., preferably at or near native level.
You have the aptitude and passion for completing operational and administrative tasks to the highest possible standards whilst applying emotional intelligence.
You have an adequate level of business awareness and understanding and a strong passion and ability to improve your business acumen further.
You are diligent and detail-oriented, have a natural and keen eye for detail, and pride yourself on delivering work right the first time.
Tasks and Responsibilities
Work closely in a quartet with the CEO, CFO, and the Director of Group Strategy & Sustainability. Manage administration and operations for the CEO, i.e., providing holistic and integrated day-to-day support. Proactively solve problems, handling the non-essential tasks and distractions that may keep the CEO from focusing on the highest priorities.
Handle the CEO’s calendar of appointments. Proactively review and prepare short-term and long-term. Ensure that the CEO is well equipped with all materials, pre-read, and information timely ahead of meetings. And analytically and proactively manage time and handle changes.
Prepare management team meetings. Own, organise, consolidate input, build agenda, prepare content, and participate. Proactively maintain an overview of agenda items, projects, deadlines, and the annual cycle. Distribute material, and review action logs to identify follow-up activities and deadlines.
Plan and prepare board meetings, ensuring governance is adhered to according to the annual wheel. Assist the chair of the board and board members with travel planning, logistics, expense management, and other administrative tasks, acting as their primary point of contact. Conduct elections for employee representatives and collaborate with the Director of Group Strategy and Sustainability on creating and compiling materials and presentations for board activities.
Plan, coordinate, and execute larger events, such as board off-site events, Executive Management events, innovation workshops, company days, and broad employee culture events such as Summer and Christmas parties. Collaborate closely with HR to enhance employee engagement and ensure the successful delivery of all events.
Drive projects within HR, support and enhance internal communication, such as quarterly meetings, newsletters, and digital channels, and integrate initiatives between FeMD in Denmark and FeMD in Poland. Act as project coordinator in other projects across FeMD.
Prepare and ensure quality assurance of high-value written material, PowerPoint presentations, and general communication updates on the company website
Collaborate closely with the facility management team on tasks related to office space optimization, relocation projects, and furnishing decisions as the company grows. Ensure efficient utilization of available space, handle furniture orders, and coordinate facility changes. Support facility management in aligning efforts with the company’s needs for shared spaces.
Build and maintain strong relationships with key partners to ensure seamless collaboration and alignment. This includes assisting with partner-related presentations and managing calendar coordination. Provide on-site support during partner visits, such as Ethicon (a key partner under Johnson & Johnson), ensuring seamless coordination and servicing their needs to maintain a strong and productive partnership.
Support the CEO on external board commitments. Coordinate meetings and assemble all relevant materials for preparation.
Help build a positive company culture throughout the organization in a way that is engaging, sustainable, and meaningful. For example, initiate and execute internal communications opportunities in various formats, e.g., celebrating business milestones and employee performance recognition.
Contribute to team spirit. Be that special “cultural and social glue” and the initiator that helps hold a management team together. Support and assist the management team related to their team activities (not acting as Personal Assistant).
Plan and implement business rhythm activities, including the annual wheel activities. Help build and manage internal procedures using corporate internal systems and tools, creating administrative stability.
Proactively help manage the CEO’s internal and external relationships. For example, note and set reminders for key stakeholders’ anniversaries, birthdays, and important life milestones. Create and maintain a VIP list of people and remind the CEO when to reach out, call, email, or send a thank you note.
Handle ad hoc administration, including completing the CEO expense reports.
Maintain and protect business-critical confidential information.
Mindset & Competencies
You make sure to know the CEO’s objectives, goals, deadlines, and deliverables daily, weekly, monthly, and quarterly. Then, you proactively follow through behind the scenes in furtherance of these.
You can grasp the big picture yet track operational detail and overview. You learn this from always proactively communicating and asking questions to resolve open issues. You fill the gaps, and you can quickly re-prioritize tasks when needed.
You act with an execution-oriented can-do attitude and as an informed representative for the CEO. You reflect values, culture, and brand – at all levels, internally and externally. You make a strong positive impression on key contacts.
You have strong interpersonal and collaboration skills. In addition, you are assertive and, at the same time, a diplomatic and calm character, and you possess good judgment with a high level of integrity and professionalism.
You are organized and excellent at time and project management, with clear systems and composure to deal with multiple tasks. You are open and committed to improving the status quo and have 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.
You are a positive team player, flexible, resourceful, and efficient, with a high level of integrity. You proactively seek opportunities to help others and are committed to making your colleagues successful – you build strong networks in the organisation.
You possess intelligent and intellectual curiosity in learning about the industry, the business, and characteristics/needs.
Qualifications
Proven 3+ years of experience as a personal/executive assistant supporting executive-level individuals in large multinational organizations.
Ideally, experience from a listed company or a company with high compliance standards.
Stellar references, 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, organizational, and research skills.
IT savvy and highly proficient in applying new IT tools in daily tasks and operations.
Questions about this role
Please contact Frederikke Høg in regards to questions about this role – frederikke@osander.dk
