The Job
Osander ApS is searching for a proactive and structured Executive Assistant to provide invaluable support to the new president and CEO, Jon Sintorn, on behalf of Nilfisk A/S.
Would you like to seize a unique opportunity to help shape Nillfisk’s future, working hand in hand with the newly joined CEO, who, along with the Nilfisk Executive Leadership team, is ambitious to lead a global brand on its continued journey of excellence and high performance?
Nilfisk has been a leading provider of premium cleaning products and services for over a century. Founded with a vision to deliver top-quality products, Nilfisk has continuously adapted to market changes with innovative solutions, establishing strong customer relationships and partnerships worldwide.
As the EA to the CEO, you will provide administrative and operational support to the CEO in his day-to-day managerial and strategic work and activities. You will be at the heart of an organization committed to innovation and excellence. You will handle various situations, execute independently, and be a confidential sparring partner to the CEO. This role also allows you to apply and develop your team leader skills as you will work with and head the Office Assistant team.
Executive Support Tasks and Responsibilities
Manage administration and operations for the CEO, i.e., providing holistic and integrated day-to-day support. Proactively solve problems, handling the non-essential tasks and distractions that may keep the CEO from focusing on the highest priorities.
Manage the CEO’s calendar and maximize time and productivity. Proactively review and prepare for short-term and long-term commitments. Ensure the CEO has all necessary materials, pre-read documents, and information before meetings. Efficiently handle changes and time management.
Coordinate travel from A to Z. Ensure comprehensive preparation of all aspects, including content and logistics, are well prepared ahead of travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
Plan, coordinate, and attend the Nilfisk Leadership Team “NLT” meetings. Work with colleagues to develop and distribute meeting agendas and materials and review action logs to identify follow-up activities and deadlines. Own and arrange all logistical details, including scheduling, invitations, locations, and travel.
Proactively communicate with the NLT, providing detailed information about upcoming meetings and planning for activities. Ensure clear and timely distribution of relevant details to support adequate preparation and decision-making.
Oversee and coordinate all details related to guest visits, including potential travel arrangements, accommodations, and schedules; ensure guests are warmly hosted, and informed; and provide logistical support throughout their stay for a smooth and enjoyable experience.
Prepare AV equipment, technical set-up, and catering before CEO participation in meetings, video conferences, and presentations.
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.
Plan, coordinate and attend workshops, seminars and trips for the NLT in Denmark and internationally. This includes securing venues, arranging travel and accommodations, preparing agendas and materials, managing logistics, and meeting technical needs. Provide on-site support and handle smooth and effective operations.
Own the overall responsibility for office management, ensuring facilities are well-maintained and operational needs are met, while delegating the coordination and execution of these tasks to the two office assistants.
Oversee the Office Assistant team, ensuring they are motivated and well-managed. This includes handling schedules, leave, and absences to maintain smooth daily operations.
Prepare and oversee the office operations budget, ensuring alignment with business needs and continuous improvement, with day-to-day budget management handled by the office assistants.
Help build a positive company culture in an engaging, sustainable, and meaningful way. Initiate and execute internal communications opportunities in various formats, e.g., celebrating business milestones and employee performance recognition. Act as eyes and ears and make recommendations as needed.
Contribute to team spirit. Be that special “cultural and social glue” and the initiator that helps hold an executive management team together. Support and assist with their team activities.
Proactively help manage the CEO’s internal and external relationships. Note and set reminders for key stakeholders’ anniversaries, birthdays, and important life milestones. Remind when to reach out, call, email, or send a thank you note.
Occasionally, facilitate personal expat aspects or private travels of the CEO’s busy life. Handle ad hoc administration, including completing the CEO expense reports.
Maintain and protect business-critical confidential information.
Board Support
Be the administrative liaison between the CEO and the Board of Directors “BoD” to ensure each board meetings are smoothly planned. Schedule and prepare a yearly meeting calendar with BoD meetings and Committee meetings, including meeting invitations and agendas.
Assist the strategy manager with ad hoc tasks related to BoD materials, such as proofreading and editing. Work closely with the CEO and strategy team to prepare agendas and materials, execute the call for submissions, consolidate content, and ensure the consistent quality of all deliverables.
Organize all logistics for Board meetings and seminars in Denmark and internationally. This encompasses managing all administrative details for trips, including those involving both the BoD and NLT. Responsibilities cover coordinating travel, accommodations, and meeting arrangements to ensure smooth journeys and productive meetings.
Maintain the Board portal and Annual Wheel of the Board.
Mindset & Competencies
You know the CEO’s objectives, goals, deadlines, and deliverables. You proactively follow through behind the scenes in furtherance of these.
You are able to 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 re-prioritise tasks when needed.
You act with an execution-oriented, can-do attitude and service mindset and as an informed representative for the CEO and the NLT. You role model the Nilfisk values, culture, and brand – at all levels, internally and externally. You make a strong positive impression on key contacts.
You have a sense of urgency, attention to detail, and a demonstrated ability to handle sensitive and confidential information with discretion.
You are a positive team player, flexible, resourceful, and efficient, with high professionalism. You proactively seek opportunities to help others and are committed to making NLT successful – you contribute actively to the positive workplace culture and build strong networks in the organisation.
You are structured and excellent at time and coordination, with clear systems and composure to deal with multiple tasks. Open and committed to improving the status quo, with a natural built-in principle of continuous improvement.
You possess intelligent and intellectual curiosity in learning about the industry, the business, and the characteristics/needs.
Qualifications
Proven 5+ years of experience as a PA/EA supporting C-level individuals from a listed company or a company with high compliance standards. Having supported a CEO or a Chairperson is highly desirable.
Stellar references and a proven track record of high performance.
As a minimum, a bachelor’s degree.
Fluency in English, verbally and written. Excellent writing, editing, and grammatical skills.
IT savvy and highly proficient in applying 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
