On behalf of our client, TOMS Group A/S, we are seeking a proactive, structured, and resourceful Executive Assistant to support the CEO in one of Denmark’s most iconic FMCG companies.
TOMS Group is a leading Nordic confectionery company with a strong heritage and portfolio of beloved brands within chocolate, candy, and gifting products. Founded in Denmark in 1924, TOMS has evolved into one of the Nordics’ leading confectionery companies, driven by innovation, craftsmanship, and a strong consumer focus.
Headquartered in Ballerup, Denmark, the company operates across several international markets and continues to strengthen its presence and organisation globally.
Tasks and Responsibilities
At TOMS, the role of Executive Assistant to the CEO is regarded as a trusted and business-critical position. You will play a central role in supporting the CEO in ensuring efficient day-to-day operations and coordination at the highest level, while also coordinating activities and processes related to the Board of Directors.
CEO Support
Manage administration for the CEO, i.e., provide holistic and integrated day-to-day support. Proactively solve problems with little supervision or direction, handling the tasks and distractions that may keep the CEO from focusing on the highest priorities.
Handle calendar management and meeting scheduling with structure and proactivity. Ensure thorough preparation ahead of high-value meetings by reviewing content, anticipating needs, and coordinating logistics. Support the CEO with forward-thinking planning and efficient handling of time and changes.
Coordinate travel from A to Z. Ensure all aspects are well prepared for travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
Prepare and coordinate Toms Management Team “TMT” meetings, including consolidation of input, agenda planning, and preparation of materials in close collaboration with relevant stakeholders. Attend meetings when relevant.
Coordinate and support FSU (Cooperation Committee) meetings, gaining insight into the business and organisation through active participation, stakeholder coordination, minutes, and follow-up actions.
Contribute to team spirit. Be that special “cultural and social glue” and the initiator that helps hold a management team together.
Proactively help manage the internal and external relationships. Take note of, capture information, and set reminders for anniversaries and milestones of colleagues and external key stakeholders.
Handle ad hoc administration, including completing expense reports.
Maintain and protect business-critical confidential information.
Board Support
Coordinate the annual Board calendar in close collaboration with the CEO, Chairman, and Vice Chairmen, including planning of Board meetings, Chairman meetings, and other governance-related forums.
Prepare and coordinate Board meetings, including agendas, invitations, meeting materials, logistics, catering, and practical arrangements. Attend meetings, take minutes, and ensure timely follow-up, approvals, and documentation.
Maintain and optimise governance processes, tools, and systems, including Admin Control and documentation flows, while proactively identifying opportunities for improved efficiency and structure.
Coordinate Board-related administration, including onboarding/offboarding of Board members, maintenance of Board information, legal coordination, and handling of practical governance matters.
Foundation Tasks
TOMS Foundation is the sole owner of TOMS Group and supports long-term, values-driven ownership while contributing to philanthropic and socially beneficial initiatives. Through partnerships with external organisations such as Red Barnet, the Foundation supports initiatives that create a positive impact for people and communities.
Support Foundation governance and communication activities in collaboration with Communications, including board materials, meeting documentation, LinkedIn content, press releases, intranet articles, and Annual Report contributions.
Coordinate Foundation-related administration, including donation applications, stakeholder dialogue, payment follow-up, and ongoing coordination with organisations and partners.
Maintain ongoing dialogue with charitable organisations and external partners, including coordination and follow-up on selected partnerships, initiatives, and Foundation-related activities.
Internal Communication & Culture Support
Coordinate internal communication activities such as Toms Updates and the quarterly 4C Values Program, including planning, stakeholder coordination, CEO materials, employee recognition initiatives, and content updates for Toms Together.
Support planning and execution of corporate events and Leadership Forums, ensuring strong coordination of logistics, vendors, agendas, and employee experience.
Coordinate seasonal employee initiatives and deliveries, including Christmas gifts, Easter gifts, and other employee-focused activities across the organisation.
Act as a positive contributor to company culture and team spirit by fostering strong relationships, collaboration, and a well-functioning executive environment.
Mindset & Competencies
You ensure to know the objectives, goals, deadlines, and deliverables. You proactively follow through behind the scenes in furtherance of these.
You grasp the big picture and bring structure to complexity by balancing strategic oversight with operational detail, proactively communicating, resolving open issues, and quickly re-prioritising when needed.
You are motivated by continuously improving ways of working and actively embrace AI and digital tools to streamline processes, enhance collaboration, and help shape a forward-thinking and digitally enabled executive support function.
You are proactive, assertive, and forward-thinking, ensuring timely follow-up, coordination, and input across stakeholders. You are comfortable driving processes forward and managing priorities and deadlines across the organisation through strong collaboration and relationship management.
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 diplomatic and calm, 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 to handle multiple tasks. You 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 have an adequate level of business awareness and understanding, a strong passion for, and the ability to improve your business acumen.
Qualifications
Experience as a management/personal/executive assistant supporting executive-level individuals, preferably C-levels from multinational organisations, is a plus.
AI-savvy with practical experience leveraging AI tools in daily operations to improve efficiency, workflow optimisation, and executive support delivery.
Stellar references, a strong presence, and a confident and accommodating personality.
Fluency in English and Danish, verbally and written. Excellent writing, editing, and organisational skills.
Questions about this role
Please contact Frederikke Høg in regards to questions about this role – frederikke@osander.dk
