On behalf of our client, Ambu A/S, we seek a proactive and service-minded Executive Assistant passionate about executive business support in a purpose-driven medtech company.
Ambu is a globally recognized developer and manufacturer in the medical device industry, specialising in solutions that advance patient care through single-use endoscopy anesthesia, and patient monitoring solutions. Since its founding in Denmark in 1937, Ambu has continually pioneered breakthroughs that have a positive impact on patient care and the work of healthcare professionals. The company is headquartered in Ballerup, Denmark, and operates across key markets in Europe, North America, and Asia-Pacific.
At Ambu, Executive Assistants are regarded as trusted sparring partners to leadership. You will be joining a carefully selected team where your ability to think critically, and offer proactive, analytical, and administrative support will be truly valued.
This position could be a great opportunity, especially if you enjoy working in a dynamic, fast-paced, and purpose-driven environment while playing a vital role in shaping high-level executive outcomes.
The job
As Executive Assistant, you will play a crucial role in ensuring daily seamless operation and activities of the Chief Financial Officer “CFO” and the Chief People Officer “CPO”.
This position involves the expected responsibilities and trusted duties associated with being an administrative and operational assistant for high-level executives. Also, your service, communication, and organisational skills will be greatly used.
The right mindset, agility, and values are more important than a long and seasoned personal assistant background, but we expect you to be a quick and determined learner.
Tasks and Responsibilities
Daily Stakeholder Support
Manage administration for the CFO & CPO, i.e., provide holistic and integrated day-to-day support. Proactively solve problems with little supervision or direction, handling the tasks and distractions that may keep the Executives from focusing on the highest priorities.
Handle calendar management and meeting scheduling with both structure and proactivity. Ensure thorough preparation ahead of high-value meetings by reviewing content, anticipating needs, and coordinating logistics. Support both the CPO and CFO with adaptable, forward-thinking planning and efficient handling of time and changes.
Coordinate travel from A to Z. Ensure all aspects are well prepared for travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
Prepare, coordinate and attend CPO and CFO leadership team meetings and town halls. Work with colleagues to develop and distribute meeting agendas and supplemental materials and arrange all logistical details, such as scheduling, invitations, catering, and meeting rooms.
Organise leadership team workshops, and culture events to boost employee engagement and foster a positive company culture. Initiate internal celebrations for business milestones and recognition of employee performance.
Contribute to team spirit. Be that special “cultural and social glue” and the initiator that helps hold a team together.
Proactively help manage the internal and external relationships. Take note of, capture information, and set reminders for anniversaries and milestones of colleagues and external key stakeholders.
Board Support
Provide high-level administrative support for the Board of Directors, including Board and committee meetings, serving as the single point of contact and ensuring seamless communication and coordination. Work closely with key internal stakeholders, e.g., the General Counsel to ensure smooth execution of meeting-related tasks.
Plan, coordinate and attend the annual Board strategy off-site event, including all logistical and preparatory aspects to ensure a successful and impactful event.
Take ownership of existing tools and processes, e.g. in the Boardvantage board portal and proactively identify opportunities for optimisation and improved efficiency.
General Support
Be an active part of the cross-departmental Executive Assistant team. Take part in cultural initiatives, internal event planning, and improvement projects. Contribute to knowledge sharing and foster seamless collaboration across teams.
Work cross-functionally to help solve problems fast. Establish and maintain valuable collaborations and relationships.
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.
Handle ad hoc administration, including completing expense reports.
Maintain and protect business-critical confidential information.
Mindset & Competencies
You ensure to know the objectives, goals, deadlines, and deliverables. You proactively follow through behind the scenes in furtherance of these.
You 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 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 have strong interpersonal and collaboration skills. In addition, you are assertive and, simultaneously, diplomatic and calm, 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 to handle multiple tasks. You 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 have a positive and optimistic mindset, a can-do attitude (no job too big or too small), and tons of enthusiasm, always seeing solutions, never seeing barriers.
You have an adequate level of business awareness and understanding, a strong passion for, and the ability to improve your business acumen.
Qualifications
Experience as a management/personal/executive assistant supporting executive-level individuals, preferably from multinational organisations, is a plus.
Ideally, experience from a listed company or a company with high compliance standards.
Stellar references, a strong presence, and a confident and accommodating personality.
Fluency in English and Danish, verbally and written. Excellent writing, editing, and organisational skills.
IT savvy and 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
