On behalf of our client, an international, purpose-driven Medico company, we seek a proactive and service-minded Executive Assistant who is enthusiastic about providing executive business support in an innovative and rapidly growing organisation.
Our client is an international, technology-focused organisation known for creating cutting-edge digital solutions that enhance and streamline professional workflows across a wide range of industries.
Based in Copenhagen and active across more than 80 countries, the company is distinguished by its forward-thinking approach, high-quality craftsmanship, and deeply collaborative workplace culture.
As an Executive Assistant in this organisation, you will play a key role in ensuring focus, efficiency, and impact at the executive level.
This position is a great opportunity for someone who thrives in a dynamic and fast-paced global environment and enjoys being at the centre of innovation, business strategy, and collaboration, making a tangible difference every day.
The job
As Executive Assistant, you will be central to supporting the smooth daily operations and activities of two Executive Management members. This position involves the expected responsibilities and trusted duties of an administrative and operational assistant to high-level executives.
The right mindset, agility, and values are more important than a long and seasoned personal/executive assistant background, but we expect you to be a quick and determined learner.
Tasks and Responsibilities
Manage administration for the EVPs, providing holistic and integrated day-to-day support. Proactively solve problems with minimal supervision, handling tasks and distractions that may prevent the executives from focusing on their 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 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 leadership team meetings and town halls. Collaborate with colleagues to develop and distribute meeting agendas and supplemental materials, and arrange all logistical details, including scheduling, invitations, catering, and meeting rooms, take action notes, and follow up.
Organise and attend leadership team workshops, off-sites, and culture events to boost employee engagement and foster a positive company culture.
Contribute to team spirit. Be that special “cultural and social glue” and the initiator that helps hold a team together. Initiate internal celebrations to recognise business milestones and employee performance.
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.
Plan, coordinate, and attend internal events, including all logistical and preparatory aspects, to ensure a successful and impactful event.
Take ownership of existing tools and processes and proactively identify opportunities for optimisation and improved efficiency.
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 quickly reprioritise 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 yet diplomatic and calm, possessing 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.
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, verbal and written. Excellent writing, editing, and organisational skills. Knowledge of Danish is an advantage.
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
