Osander ApS is recruiting on behalf of Lundbeck A/S
Lundbeck is a global pharmaceutical company based in Copenhagen, tirelessly dedicated to restoring brain health, so every person can be their best.
We offer a great workplace based on a flat structure, an informal and collaborative working environment based on respect and equality. We employ dedicated colleagues, encourage continuous development, and have a culture where each employee is respected and valued. Together, we create the ideal conditions for you and your job, so we can create better conditions for our patients.
Our purpose is to restore brain health so every person can be their best.
The science and innovation in neuroscience are rapidly evolving, and Lundbeck is uniquely positioned to play a key role in bringing forth transformative treatments. Knowing the brain and advocating for brain health is at the very heart of Lundbeck’s purpose. We have a long heritage of working to understand the brain and discovering medicines that make a difference to the quality of life for the people we treat.
The ambition is to become number #1 in Brain Health by 2030, so that we are well positioned to continue serving people with brain health conditions for years to come.
Who and what will you be a part of?
Currently we are recruiting for a new Executive Assistant (EA) to be part of the Corporate Functions Management Office, consisting of the Chief Financial Officer (CFO, Joerg Hornstein), his Management Assistant and the EA. You will be part of a team where close collaboration is key. As EA you will get a unique opportunity to work closely with Executive Management in an international and fast paced environment. You will be close to strategic decision-making and be part of a dynamic team.
What will you be working with?
In addition to supporting the CFO, you will also run meetings and events for the Corporate Functions Management Group (CFMG). CFMG report to and their areas are under the responsibility of the CFO: Group Finance, Global IT, Group Business Services, Corporate Legal, Corporate Procurement and Investor Relations. You will work with different tasks, and we can guarantee every day is not the same! As EA to the CFO, you will in addition to calendar and travel management also plan and coordinate the Annual General Meeting in cooperation with internal and external stakeholders.
But that is not all, because you will also collaborate with a great experienced team of EAs in our Executive Management and help with planning and coordinating meetings, events, corporate events, internal meetings, workshops, department meetings, external meetings, the Summer and Christmas party and many other types of meetings.
Primary Tasks and Responsibilities
Manage administration and operations for the CFO, i.e., providing holistic and integrated day-to-day support. Proactively solve problems with little supervision or direction; handling the non-essential tasks and distractions that may keep the CFO from focusing on high priorities.
Handle a complex CFO calendar of appointments. Proactively review and prepare short term and long term. Ensure that the CFO is well prepared with all materials, pre-read, and information timely ahead of meetings. Analytically and proactively manage CFO time and handle changes.
Coordinate travels from A to Z. Ensure that the CFO is well prepared with all materials ahead of travel, meetings, and events. Be available as an emergency lifeline to support and handle travel
Proactive inbox management. Research incoming issues that need more background, identify those that require urgent action, and those that you or others can complete in the team.
Prepare CFMG meetings. Own, organise, consolidate input, build agenda, prepare content, and participate. Continuous overview of agenda items and projects and deadlines, annual cycle, distribute material. Review action logs from meetings to identify follow-up activities and deadlines.
Plan and implement business rhythm activities, including the annual wheel activities. Manage internal administrative procedures using corporate internal systems and tools with consistency creating administrative stability.
Proactively help manage the CFO’s internal and external relationships. Take note of, capture information, and set reminders for anniversaries, birthdays and important life milestones of colleagues and external key stakeholders. Create and maintain a VIP list of people and remind the CFO when to reach out, call, email or send a thank you note.
Provide administrative support to the Audit Committee, including meeting planning coordination.
Order catering prior to CFO participation in meetings, video conferences and presentations.
Help build company culture throughout the team in a way that is engaging, sustainable, and meaningful. Help initiate and execute internal departmental communications opportunities in various formats e.g., celebrating business milestones and employee performance recognition.
Support the CFO on external board commitments. Coordinate meetings and assemble all relevant materials.
Occasionally, facilitate a private expat range of duties, including personal aspects of the CFO’s busy life.
Handle ad hoc administration, including completing expense reports, purchase orders and review/cost code/approve invoices through SAP.
Maintain and protect business-critical confidential information.
Mindset & Competencies
You make sure to know the CFO’s objectives, goals, deadlines, and deliverables every day, weekly, monthly, and You proactively follow through behind the scenes in furtherance of these.
You are able to 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 for the CF 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 with the ability to manage up, down and laterally. 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 organised 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 you have a natural build-in principle of continuous improvement. You ensure everything gets done on time.
You have a sense of urgency and attention to detail and a demonstrated ability to handle highly 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 you are committed to making your colleagues successful – you contribute actively to the positive workplace culture and build strong networks in the organisation.
You possess intelligent and intellectual curiosity in learning about the industry, the business and characteristics/needs.
Proven 7+years of experience as a personal/executive assistant supporting executive level individuals in large multinational organisations.
Ideally, experience from a listed company or a company with high compliance standards.
Stellar references and a proven track record of high performance.
Strong presence and a confident and accommodating personality.
As a minimum, a bachelor’s degree.
Fluency in English and Danish, verbally and written. Excellent writing, editing, grammatical, organisational, and research skills.
Highly proficient in applying IT-tools in daily tasks and operations.
Questions about this role
Please contact Frederikke Høg in regards to questions about this role – firstname.lastname@example.org