Osander ApS is recruiting on behalf of Xellia Pharmaceuticals ApS
Are you eager to embark on an exciting career journey with an ambitious and purpose-driven pharmaceutical company on a path of growth and transformation?
Would you like to seize a unique opportunity to shape the future, working hand in hand with Xellia’s new CEO, Michael Kocher, and Xellia’s Executive Leadership team to sculpt the new vision and direction of Xellia?
Xellia is a leading developer and manufacturer in the pharmaceutical industry, specialising in innovative healthcare solutions that improve patient lives. Xellia’s commitment to excellence extends worldwide, with a strong partnership network and a mission to provide safe and effective pharmaceutical products.
As Xellia strives to make a meaningful impact in healthcare, you’ll have the opportunity to be part of a carefully selected team where your role as the CEO Executive Assistant goes beyond traditional responsibilities.
The position could be a game-changing opportunity for you, especially if you already have 5+ years of experience as a personal/executive assistant supporting executive-level individuals and if you:
Are energised by delivering value-adding analytical, administrative, and proactive support to an inspiring CEO in a fast-paced and purpose-driven environment.
Would like to add communication activities and project coordination to your area of responsibility.
The right mindset, agility, and values are more important than a long and seasoned CEO EA/PA background, but we expect you to be a quick and determined learner.
To be successful in this role and fit the Xellia professional values and principles, we hope that you:
Have great proactive “client hands”, are a natural and passionate communicator, and thrive when interacting with others.
Have excellent communication skills. Ideally, your English written, and verbal skills are outstanding.
Are analytical, self-motivated, and self-driven and can work independently and in close collaboration with others on projects, either as a lead or participant.
Have an ever-positive and optimistic mindset, a can-do attitude (no job too big or too small), and tons of enthusiasm, always seeing solutions, never seeing barriers.
You have an adequate level of business awareness and understanding and a strong passion and ability to improve your business acumen further.
Tasks and Responsibilities
Manage administration and operations for Michael, i.e., providing holistic and integrated day-to-day support. Proactively solve problems, handling the non-essential tasks and distractions that may keep Michael from focusing on the highest priorities.
Handle a CEO calendar. Proactively review and prepare short-term and long-term. Ensure that Michael is well equipped with all materials, pre-read, and information timely ahead of meetings. Analytically and proactively manage time and handle changes.
Prepare and attend Executive Leadership team (“XLT”) meetings. Own, organise, consolidate input, build agenda, prepare content, and participate. Proactively maintain an overview of agenda items, projects, deadlines, and the annual cycle. Distribute material and review action logs to identify follow-up activities and deadlines.
Plan and manage board, director, committee, and shareholder meetings. Work with colleagues to develop and distribute meeting agendas and supplemental materials and arrange all logistical details, such as scheduling, invitations, locations, lodgings, speakers, food, and travel.
Plan and coordinate XLT workshops, seminars, and broad employee culture events such as Summer and Christmas parties, enhancing employee engagement.
If you’re an excellent writer with strong communication skills, you’ll help lead communications projects, create high-quality written materials, and PowerPoint presentations, and update Xellia’s intranet.
Help build a positive company culture throughout the organisation 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.
Contribute to team spirit. Be that special “cultural and social glue” and the initiator that helps hold a management team together. Support and assist XLT in their team activities (not acting as Personal Assistant).
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.
Proactively help manage Michael’s internal and external relationships. For example, note and set reminders for key stakeholders’ anniversaries, birthdays, and important life milestones. Create and maintain a VIP list of people and remind when to reach out, call, email, or send a thank you note.
Handle ad hoc administration, including completing the CEO expense reports.
Maintain and protect business-critical confidential information.
Mindset & Competencies
You make sure to know Michael’s objectives, goals, deadlines, and deliverables daily, weekly, monthly, and quarterly. Then, you proactively follow through behind the scenes in furtherance of these.
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 have strong interpersonal and collaboration skills. In addition, you are assertive and, at the same time, a diplomatic and calm character, and you possess good judgment with a high level of integrity and professionalism.
You are organised and excellent at time and project management, with clear systems and composure to handle multiple tasks. You are open and committed to improving the status quo and 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 are a positive team player, flexible, resourceful, and efficient, with high integrity. You proactively seek opportunities to help others and are committed to making your colleagues successful – you build strong networks in the organisation.
You possess intelligent and intellectual curiosity in learning about the industry, the business, and characteristics/needs.
Proven 5+ years of experience as a personal/executive assistant supporting executive-level individuals, preferably from multinational organisations.
Ideally, experience from a listed company or a company with high compliance standards.
Stellar references, a strong presence and a confident and accommodating personality.
As a minimum, a bachelor’s degree.
Fluency in English, verbally and written. Excellent writing, editing, grammatical, organisational, and research skills.
IT savvy and proficient in applying new IT tools in daily tasks and
Questions about this role
Please contact Frederikke Høg in regards to questions about this role – email@example.com