Job Opportunity:

Personal Assistant & HR Coordinator

Osander ApS is recruiting on behalf of DHI A/S. 

DHI A/S
We enable a sustainable future for water. There is no substitute for water. Future development will depend on how water can be managed and shared, how climate change adaptation can be implemented, and how water quality can be improved. DHI has been committed to advancing and sharing knowledge of water environments for over half a century. Working within the entire water cycle, we innovate new ways to use, manage, and live with water and protect water-related ecosystems.

Since 1964, we have grown from a handful of passionate wave modellers in Denmark to an organisation with 1,100 engineers and specialists. We have offices in 26 countries globally, but our reach goes far beyond that. The majority of our staff is based in Europe, and the largest concentration of people are at our offices in Hørsholm, Denmark (HQ), and Singapore.

Our engineers and specialists are involved in projects in 115 countries spanning all continents and regions, and every day, we share knowledge and best practices with colleagues globally. If you’re also passionate about water, research, and innovation, join us in our mission to enable a sustainable future for water.

At DHI, all employees are ambassadors of DHI’s purpose and sustainability efforts. They are the channel through which we influence, educate, and co-create with our clients to develop solutions to handle and protect water environments. 

Sustainability is deeply rooted in our company’s purpose and in our business. We have set ambitious targets of reducing carbon emissions from our own operations, and we positively impact our planet with our clients and partners, driving more than 2,400 projects in 2022 supporting water environments worldwide. Our sustainability framework outlines clear targets, commitments, and actions and directs us in our work to increase our contribution.


The job
In this PA role, you will be undertaking most of the typical tasks and responsibilities that one would expect in a corporate PA position, supporting the CEO and the CFO. In addition, you will be challenged to apply your skills to contribute directly to DHI’s culture work by handling various projects within People and Communications.


Tasks and Responsibilities

  • Handle the CEO’s and the CFO’s calendar of appointments. Proactively review and prepare short-term and long-term. Ensure that they are well equipped with all materials, pre-read, and information timely ahead of meetings. Analytically and proactively manage time and handle changes.

  • Coordinate travel from A to Z. Ensure preparation and documents for travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.

  • Plan management team meetings. Prepare AV equipment, technical set-up, and catering prior to CEO & CFO participation in meetings, video conferences, and presentations.

  • Team up and collaborate with the strategic Executive Assistant on C-level deliverables.

  • Plan and coordinate executive leadership workshops, off-site, seminars, and employee culture events like Summer and Christmas parties to enhance employee engagement.

  • Contribute to team spirit. Be that special “cultural and social glue” and the initiator that helps hold a management team together.

  • Coordinate various internal and external events involving CEO presence, e.g. G50 meetings, Townhalls etc.

  • Lead internal and external employer branding initiatives by driving people and communication projects.

  • Organise career fairs to enhance DHI’s image as an employer, e.g. DSE at DTU, and coordinate DHI’s membership of Young Water Professionals.

  • Help build a positive company culture throughout the organisation in an engaging, sustainable, and meaningful way. For example, initiate and execute internal communications opportunities in various formats, e.g., celebrating business milestones and employee performance recognition.

  • 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. 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 expense reports.


Mindset & Competencies

  • You make sure to know the CEO & CFO’s objectives, goals, deadlines, and deliverables. 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-prioritise tasks when needed.

  • You act with an execution-oriented can-do attitude and as an informed representative. You reflect values, culture, and brand – at all levels, internally and externally. You make a strong positive impression on key contacts.

  • You possess strong interpersonal and collaboration skills, coupled with assertiveness, diplomacy, calm, good judgment, and professionalism.

  • You are organised and excellent at time and project management, with clear systems and composure to handle multiple tasks. Open and committed to improving 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.

  • You are a positive team player, flexible, resourceful, efficient, and with high 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 multinational organisations.

  • Ideally, experience from a company with high compliance standards.

  • Stellar references, strong presence, and a confident and accommodating personality.

  • As a minimum, a bachelor’s degree.

  • Knowledge of Danish and fluency in English, verbal and writing. 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 this role

Please contact Frederikke Høg in regards to questions about this role – frederikke@osander.dk