Osander ApS is now searching for a proactive and structured Executive Assistant & People Coordinator on behalf of the Lundbeck Foundation (“Foundation”). The role is based at the Foundation in Østerbro/Hellerup.
The Foundation is one of Denmark’s largest Enterprise foundations and comprises a broad range of commercial and philanthropic activities. The Foundation is the long- term owner of four healthcare companies: H. Lundbeck, ALK, Falck, and Ferrosan Medical Devices and is also a direct investor in the Danish biotech sector and a financial investor in the global markets. Its profits are channelled back to the Danish society through philanthropic grants to scientific research projects at Danish universities. Today, the organisation employs approximately 45 full-time employees and 5 part-time students.
In your role, you will have a hybrid function that involves supporting two senior leaders – Inge Berneke, the Senior VP of Corporate Affairs and Søren Christiansen, the CFO who oversees Finance & IT. The two leaders share the responsibility for the foundation’s People/HR function. Your primary responsibility will be to support both leaders and assist with coordinating and administrating various People/HR-related activities.
For both their teams, you will be that special “social glue” and initiator that helps hold a team together. And you will help build company culture engagingly and positively and make recommendations as needed.
Your role requires attention to detail and excellent interpersonal communication skills to build relationships with both leaders and their teams. You will need to be proactive, have a strong sense of initiative, and be able to work collaboratively with other departments. You will have a good understanding of HR processes and systems, and your contribution will help create a positive work environment, ensure employee satisfaction, and support the Foundation’s growth.
Corporate Affairs Support Tasks (support to Inge)
Efficiently manage Inge’s dynamic schedule, including appointments and meetings. Actively review and prepare for short-term and long-term engagements, ensuring that Inge has all the necessary materials and information. Empathetically manage time, adjust to changes, and adhere to deadlines.
Oversee various ad-hoc administrative tasks, such as vacation planning, tracking, and expense management.
Organise, prepare and participate in the weekly Corporate Affairs team meetings. Take ownership of the agenda, gather input, and maintain detailed action notes. Keep track of projects, deadlines, and the annual cycle, while reviewing action logs to identify and follow up on agreed-upon deadlines.
Create, consolidate, and edit PowerPoint presentations and other written material in various formats.
People/HR Coordination (support to Søren mainly)
Coordinate and execute the Foundation’s HR business cycle activities, such as the yearly performance appraisal processes, the employee engagement surveys and APV surveys.
Assist in planning and actively participate in the Finance & HR team meetings.
Attend People reviews and take notes during the meetings.
Act as a sparring partner to Søren on HR-related matters and manage ad hoc administrative tasks on his behalf as needed.
Support recruiting activities and conduct onboarding meetings with new employees.
Oversee internal HR-related administrative procedures using internal systems and tools. Consistently update documents and employee bonus files to maintain administrative stability.
Plan internal social events such as the yearly employee day, the annual summer party, and the quarterly Brain-Spa breakfast meeting.
Revise and maintain the employee handbook to ensure it remains up-to-date.
Mindset & Competencies
You are structured and excellent at time and project management, with clear systems 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 and attention to detail and a demonstrated ability to handle sensitive and People-related confidential information with discretion.
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. You reflect values, culture, and brand – at all levels, internally and externally. You make a strong positive impression on key contacts.
You are a positive team player, flexible, resourceful, and efficient, with a high level of professionalism. You are committed to making your colleagues successful – you contribute actively to the positive workplace culture.
You possess intelligent and intellectual curiosity in learning about the industry, the business, and the characteristics/needs.
Proven 3+ years of experience as a PA/EA supporting C-level individuals, ideally 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.
Experience in preparing PowerPoint presentations.
Fluency in English and Danish, verbally and written. Excellent writing, editing, and grammatical skills.
Highly proficient in applying IT tools in daily tasks and operations.
A recent track record of effectively using Microsoft Office 365.
Questions about the role
Do you have questions about this role, please reach out to Frederikke Høg – firstname.lastname@example.org