Would you like to join Denmark’s largest beauty, personal care, and health products retailer on an exciting growth and transformation journey?
Matas is one of Denmark’s most renowned and respected brands, and with over 2,500 dedicated employees, Matas is more than just a company – it’s a community. Matas has recently acquired Kicks, which is the leading beauty retailer in the other Nordic countries, and Matas’ future goal is to become the Nordic market leader in Beauty and Health which places greater demands on planning, coordination, and communication across borders.
As a part of the Matas family, you’ll have the opportunity to be a force of positive change and join a team dedicated to innovation, excellence, and creating memorable customer experiences.
As the new Executive Assistant & Project Coordinator, you will become part of Matas’ digital journey where you will support the Group Digital Director. This uniquely tailored role encompasses not just the traditional responsibilities and trusted duties associated with a corporate EA but also allows you to contribute actively to Matas’s overall development and growth.
The position could be a game-changing opportunity for you, especially if you already have 3-6 years of experience as an executive assistant and if you:
Are energised by delivering value-adding analytical, administrative, and proactive support to an inspiring executive in a fast-paced and entrepreneurial environment.
Would like to add cross-functional projects within the field of e-commerce and digitalisation to your area of responsibility.
Have technical acumen and enthusiasm for digital transformation.
Would like to become an active and valuable contributor in Matas’ dynamic digital management team.
Tasks and Responsibilities
As an informal member of the digital management team, you’ll play a role in implementing the digital strategy. Your daily tasks and responsibilities will be to:
Support the Group Digital Director, Brian Andersen. Manage administration and operations, i.e., providing holistic and integrated day-to-day support. Proactively solve problems, handling the non-essential tasks and distractions that may keep Brian from focusing on the highest priorities.
Handle Brian’s dynamic calendar of appointments. Proactively review and prepare short-term and long-term. Ensure that Brian is well equipped with pre-read and information timely ahead of meetings. Analytically manage time and handle changes.
Proactive inbox management. Research and sort incoming issues, and identify those that require urgent action and those that you or others can complete in the team. Respond when possible and draft responses as needed.
Coordinate travel from A to Z. Ensure Brian is well prepared for travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
Prepare and actively participate in the bi-monthly digital management team’s meetings. Own, organise, consolidate input, build agenda, and prepare content. Maintain a clear overview of projects, deadlines, and the annual cycle. Distribute materials and consistently check action logs for crucial follow-ups and significant deadlines.
Be that special ”cultural and social glue” and the initiator that helps hold a management team together. Support and assist the management team in their team activities (not acting as Personal Assistant).
Organize the weekly digital staff meeting and contribute to the team spirit in the digital team.
Prepare and ensure quality assurance of high-value written material and presentations in PowerPoint, and proactively keep track of which activities require presentations. Coordinate the collection of internal digital reports on activities in the various departments for internal knowledge sharing and relevant reporting.
Prepare the monthly report. Gather input and draft the monthly report for the first of every month and for the board meetings at Matas.
Coordinate cross-functional projects and work with the e-commerce management team on various projects. Assist Brian in planning, preparing, executing, and following up on cross-functional activities, such as AI seminars and educational initiatives.
Assist and coordinate Brian’s activities related to his board position in Firtal Group, including coordinating Firtal board meetings, attending and taking minutes, and following up and coordinating actions related to Firtal.
Help build a positive company culture in an engaging, sustainable, and meaningful way. For example, initiate and execute internal communications opportunities in various formats, e.g., celebrating business milestones and employee performance recognition.
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 Brian’s expense reports. Maintain and protect business-critical confidential information.
Mindset & Competencies
You make sure to know objectives, goals, deadlines, and deliverables daily, weekly, monthly, and quarterly. Then, you proactively follow through behind the scenes in furtherance of these.
You are organised and excellent at time and project management, with clear systems and composure to deal with multiple tasks with 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 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 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 possess intelligent and intellectual curiosity in learning about the industry, the business, and characteristics/needs.
Qualifications
Proven 3+ 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, a strong, positive presence, and a confident and accommodating personality.
As a minimum, a bachelor’s degree.
Fluency in Danish and English, verbally and written. Excellent writing, editing, grammatical, organisational, and research skills.
IT savvy with strong PowerPoint skills and highly passionate about 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
