Osander ApS is now searching for a proactive and structured Executive Assistant on behalf of the Lundbeck Foundation (“LF”) to support the CEO. The role is based at the Foundation in Hellerup.
LF is one of Denmark’s largest Enterprise foundations and comprises a broad range of commercial and philanthropic activities. The Foundation is the owner of four healthcare companies : H. Lundbeck, ALK, Falck and Ferrosan Medical Devices and LF 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 grants to scientific research projects at Danish universities.
As the EA to the CEO, you will provide administrative, analytical, and operational support to the CEO in her day-to-day managerial and strategic work and activities. You will feel the pulse of a purpose-driven organisationwith a very broad and busy schedule and you must handle various situations, execute independently and be a confidential sparring partner to the CEO.
Executive Support Tasks and Responsibilities
Close collaboration with the CEO as well as with the Foundation’s Leadership Team and your peer group of other EAs. .
Manage the CEO’s administration and operations, i.e., providing holistic and integrated day-to-day support. Proactively solve problems and handle the distractions that may keep the CEO from focusing on the highest priorities.
Handle the CEO’s lively calendar of appointments. Proactively review and prepare short-term and long-term calendar management. Ensure that the CEO is well-equipped with all materials and information. Proactively manage time, changes, and deadlines.
Proactive inbox management. Research incoming issues that need more background and identify those that require urgent CEO action and those that you or others can complete.
Prepare bi-weekly Leadership Team meetings and participate in the meeting. Own, organise, consolidate input to agenda, and take action notes. Maintain an overview of projects, deadlines, and the annual cycle. Review action logs to identify and follow up on agreed deadlines.
Contribute to team spirit. Help prepare and drive the preparation of Leadership Team meeting off-sites and be that special “cultural and social glue” and initiator that helps hold a Leadership team together.
Plan and implement business cycle activities, including the annual wheel activities. Manage internal administrative procedures using internal systems and tools, consistently creating administrative stability.
Prepare, consolidate and edit PowerPoint presentations and other high-value written material.
Prepare AV equipment, technical set-up, and catering prior to CEO participation in meetings, video conferences, and presentations.
Proactively help manage the CEO’s internal and external relationships. Take note of and set reminders for key stakeholders’ anniversaries and important life milestones. Create and maintain a VIP list of people and remind the CEO when to reach out and send a thank-you note.
Partner with HRand the EA group to plan and execute employee gatherings and internal social events.
Help build company culture throughout the organisation in an engaging, sustainable, positive and meaningful way. Act as eyes and ears and make recommendations as needed.
Be the administrative liaison between CEO and SVP CA (i.e. LF’s Board Secretary) andthe Board of Directors to ensure each Board meeting is smooth and productive. Schedule and prepare invitations for meetings and distribute agendas and meeting materials.
Organize logistics and participate in all Board meetings and seminars and organize dinners, gifts & greetings, hotel accommodations, travel, and reimbursements.
Prepare Board agendas and Board materiale in close dialogue with SVP CA Plan and executive the call for materials, consolidate, proofread and edit presentations. Ensure consistently high-quality work in all deliverables and materials. Assemble and distribute meeting materials to Board members
Maintain the Board portal and Annual Wheel of the Board.
Mindset & Competencies
You know the CEO’s objectives, goals, deadlines, and deliverables every day, week, month, and quarter. 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 you can quickly re-prioritise tasks when needed.
You act with an execution-oriented can-do attitude and as an informed representative for the CEO and the Leadership team. You reflect 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 and 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 a high level of professionalism. You proactively seek opportunities to help others, and you are committed to making your colleagues successful – you contribute actively to the positive workplace culture.
You are structured and excellent at time and project management, 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.
Proven 5+ years of experience as a PA/EA supporting C-level individuals, ideally 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.
Strong presence and a confident and accommodating personality.
As a minimum, a bachelor’s degree.
Solid 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