The Job
On behalf of our client, we are seeking a dynamic Executive Assistant “EA” to provide invaluable support to the Chief Financial Officer (CFO) of a leading global company dedicated to sustainability.
Headquartered in Copenhagen, this role offers a unique opportunity to join a forward-thinking organization at the forefront of sustainable practices. As the EA, you will serve as the right hand to the CFO, providing essential administrative and operational support to ensure smooth day-to-day operations. Reporting directly to the CFO, you will play a pivotal role in managing the executive’s schedule, coordinating meetings and travel arrangements, and handling confidential correspondence. Additionally, you will have the opportunity to contribute to special events, projects, and initiatives, collaborating closely with team members across the organization.
EA Tasks and Responsibilities
Manage administration and operations for the CFO, i.e., providing holistic and integrated day-to-day support. Proactively solve problems with little supervision or direction, handling the non-essential tasks and distractions that may keep the CFO from focusing on high priorities.
Handle a complex and dynamic calendar of appointments. Proactively review and prepare for the short-term and long-term. Ensure that all activities and meetings are well-prepared with materials and pre-reads ahead. Manage time and changes with an analytical and proactive approach.
Coordinate travel logistics and content from A to Z. Ensure the CFO is well-prepared with all materials ahead of travel, meetings, and events. Be available as an emergency lifeline to support and handle travel.
Proactive inbox management. Research incoming issues that need more background and identify those that require urgent action and those that you or others can complete on the team.
Prepare management team meetings and annual cycle activities for the Finance Leadership team. Own, organise, consolidate input, build agenda, and participate. Keep a continuous overview of agenda items, projects, and deadlines. Review action logs from meetings to identify follow-up activities and deadlines.
Support the CFO in board processes. Coordinate meetings and assemble all relevant materials. Build positive working relationships with all stakeholders.
Consolidate, review, and proofread various written materials and PowerPoint presentations to ensure precision, clarity, and professional presentation across company communications.
Plan and coordinate the Finance Leadership team workshops and events enhancing employee engagement. Be that special “cultural and social glue” and the initiator that helps hold a team together.
Proactively help manage the CFO’s internal and external relationships. Take note of, capture information, and set reminders for anniversaries and milestones of colleagues and external key stakeholders. Create and maintain a VIP list of people and remind the CFO when to reach out or send a thank you note.
Plan and implement business rhythm activities, including the annual wheel activities. Manage internal administrative procedures using corporate internal systems and tools to ensure consistency and administrative stability.
Engage in the internal cross-departmental executive assistant network, run, coordinate, and join various projects and internal events planning. Contribute to knowledge sharing and smooth collaboration.
Help build company culture in a way that is engaging and meaningful. Initiate and execute internal departmental communications opportunities in various formats e.g., celebrating business milestones and employee performance recognition.
Handle admin work, including completing expense reports, establishing purchase orders, and reviewing/coding/approving invoices.
On rare occasions, facilitate personal aspects of the CFO’s busy life.
Discretion and confidentiality are critical since this role includes all CFO work areas. Maintain and protect business-critical confidential information.
Mindset & Competencies
You make sure to know the CFO’s objectives, goals, deadlines, and deliverables at all times. You proactively follow through behind the scenes to further these objectives.
You are able to grasp the big picture yet also track operational details. You gain and maintain an overview by 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 You reflect company 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, are assertive yet diplomatic and calm, and possess good judgment with high integrity and professionalism.
You are organised and excellent at time and project management, with clear systems and the ability 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 a demonstrated ability to handle sensitive and confidential information with discretion.
You are a positive team player, flexible, resourceful, and efficient. You proactively seek opportunities to help others and are committed to making your colleagues successful – you contribute actively to a positive workplace culture and build strong networks in the organisation.
You possess intellectual curiosity and want to learn about the industry, the business, and important characteristics/needs.
Qualifications
Proven 7+ years of experience as a personal/executive assistant supporting executive-level individuals in global organisations.
Ideally, experience from a listed company or a company with high compliance standards.
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.
Fluent in English, verbally and written. Excellent writing, editing, and research skills.
Highly proficient in using 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
