On behalf of our client Axcel, we seek a proactive and service-minded Executive Assistant & Office Manager passionate about business support, office operations, and workplace culture to join Axcel’s team and act as the beating heart of the office in central Copenhagen. For the right person, there is a good opportunity to expand this role and take on greater responsibilities, over time.
Axcel is a leading Nordic private equity firm with offices in Stockholm and Copenhagen. Axcel partners with high-quality Nordic companies with potential for growth and has made 68 platform investments since its foundation and today the firm owns 19 companies across all four Nordic countries.
As the Executive Assistant & Office Manager, you’ll play a crucial role in ensuring the support team and the partners you support perform at their best, contributing to a positive, efficient, and supportive culture.
This position not only involves the expected responsibilities and trusted duties associated with being an Executive Assistant to the managing partner Christian Schmidt-Jacobsen but also allows you to apply and develop your team leadership skills as you will head the business support team of five persons, three in Denmark and two in Stockholm.
You will provide executive support to Christian and be the cornerstone of Axcel’s headquarter. You will have complete responsibility for office operations, including HR operational tasks, team building activities, internal and external events, and some of the small details that matter greatly in inspiring workplaces.
In summary, this is an exciting opportunity to play a vital role in a dynamic private equity company and your team leadership skills, communication, and organisational skills will be put to great use.
Tasks and Responsibilities
Work directly with Managing Partner, Christian, to provide administrative business support. As Christian’s EA you manage his dynamic calendar and travel, and you make sure to know his evolving priorities and itineraries. You proactively follow through behind the scenes in furtherance of these.
Proactively seek out opportunities to expand your support including daily/weekly scheduling, deliverable tracking, and other areas of organisational administration.
Plan and coordinate weekly staff meetings, monthly partner meetings, and related events. Consolidate input to agendas and assist in the preparation of slides and materials as needed. Prepare AV equipment, and technical set-up in advance to ensure efficiency.
Office Manager Tasks, you will be responsible for:
Owning the office operational responsibility and proactively ensure office facilities are working and supplied appropriately to meet business needs. Keep the office running smoothly. Own and manage vendors for office and maintenance issues.
Initiating and executing efficient and inspiring onboarding processes of new colleagues joining the Axcel team.
Heading and teaming up with the business support team. Jointly as a team you will be initiating, planning, and executing fun and inspirational gatherings, e.g., the yearly Christmas and Summer party, other team outings, and external Investor Meetings twice a year.
Planning and implementing the annual wheel activities. Build high visibility across the business and be a culture carrier and a trusted partner. Drive the HR activities, including employee surveys, updating and refining the employee handbook, supporting the department heads in the appraisal and bonus process, and handling contractual matters in collaboration with Axcel’s legal advisors.
Ensuring that office operational satisfaction targets are met and exceeded. Seek continuous improvement feedback from the organisation and introduce and proactively communicate office operational processes to streamline per best practice.
Inspiring and empowering the support team to achieve excellence daily, exhibiting empathetic and exceptional leadership skills in the team’s day-to-day management. This includes supervising and delegating tasks, effectively managing annual leave, monitoring absences, and arranging suitable cover.
Fostering open communication by regularly conducting one-on-one meetings with each support team member. Take charge of shaping the development plans and appraisal, demonstrating team leadership capabilities. This involves setting goals, gathering feedback, preparing performance summaries, and accurately assessing the training needs of individual team members.
Cultivating a cohesive and high-performing support team, strengthening the bonds among team members, promoting collaboration, and fostering a positive work environment, showcasing your commitment to building a solid and unified team.
Mindset & Competencies
You are a warm people person who excels at coaching and supporting team members and interacting with colleagues and stakeholders at all levels. In addition, you reflect values, culture, and brand at all levels and make a positive impression on key contacts.
You are able to grasp the big picture yet track operational detail and overview. You proactively ask questions and fill in the gaps.
You have an ’act like an owner’ mindset, and you ensure everything gets done in a timely manner. Moreover, you are positive to improve the status quo with a natural built-in principle of continuous improvement.
You are a positive team player and have a whatever-it-takes creative attitude (no job too big or too small). Strong interpersonal and collaboration skills – you collaborate and build relationships internally and externally.
You have a sense of urgency, attention to detail, and a demonstrated ability to handle confidential information with discretion.
Bachelor’s Degree with some years of senior management administrative support experience.
Must have excellent verbal and written Danish and English communication skills.
High level of emotional intelligence, with the ability to adapt and support rapidly changing priorities.
Impeccable integrity and diligence. Strong presence and personal presentation and a confident and accommodating personality.
Stellar references and a proven track record of high performance.
IT savvy and highly proficient in applying new IT tools in daily tasks and operations.
Questions about the role
Do you have questions about this role, please reach out to Frederikke Høg – firstname.lastname@example.org