Osander ApS is now searching for a proactive and structured Executive Assistant to support the Chairman of Topsøe Holding A/S.
Are you eager to embark on a unique career journey with Topsøe Holding, a company that blends tradition with innovation, creating a lasting impact in the world? Topsøe Holding is a 100% family-owned powerhouse and the primary owner of Topsøe A/S and other assets.
At Topsøe Holding, you will become an integral part of a company deeply rooted in family values and traditions, where success is not only measured in profit but also in the legacy for future generations.
You will report to and operate flexibly under the direction of Holding’s CEO, Henrik Gaarn Bak. As the EA to the Chairman, you will provide administrative and operational support in his day-to-day managerial and strategic work and activities.
You will be at the heart of a heritage-infused holding company with a broad schedule and a strong sense of purpose, responsibility, and a commitment to long-term sustainable growth. You will handle various tasks, execute independently, and be a confidential sparring partner to the Chairman and the Holding team.
The job
To be successful in this role and fit the Topsøe Holding professional values and principles, we hope that you:
Have great proactive “client hands”, and a service-minded, positive, and flexible mindset.
Are a team-oriented culture creator, super strong energy, and a can-do attitude. See solutions, never see barriers, and no job is too big or too small.
Are a natural networker and can easily build relationships with stakeholders internally and externally.
Have excellent communication skills, in both Danish and English. Ideally, your written, and verbal skills are outstanding.
Are self-motivated, and self-driven and can work independently and in close collaboration with others on projects, either as a lead or participant.
Tasks and Responsibilities
Executive support to the Chairman
Handle the Chairman’s calendar of appointments. Ensure that activities are well-prepared with all materials and information. Proactively manage time, changes, and deadlines.
Manage the Chairman’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 Chairman from focusing on the highest priorities.
Prepare AV equipment, technical set-up, and catering prior to Holding meetings, video conferences, and presentations.
Book and coordinate travel for the Chairman from A to Z. Ensure the Chairman is well prepared for travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
Prepare and attend bi-weekly Holding Team meetings. 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.
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.
Create and manage a shared electronic archive system that is actively utilized in daily operations.
Proactively help manage the Chairman’s internal and external relationships. Take note of and set reminders. Create and maintain a VIP list of people and remind the Chairman when to reach out and send a thank-you note.
Handle ad hoc administration, including completing the Chairman’s expense reports. Maintain and protect business-critical confidential information.
Board Assistant Work
You will function as the Board Assistant for the Board of Topsøe Holding A/S and Frydenlund Ejendomsselskab ApS
Be the administrative liaison between the Chairman and the Board members to ensure each Board meeting is smooth and productive. Schedule and prepare invitations for meetings and distribute agendas and meeting materials.
Organise logistics for all Board meetings and seminars and organize dinners, gifts & greetings, hotel accommodations, travel, and reimbursements.
Prepare Board agendas and Board material in close dialogue with the Chairman and the holding team. Plan, consolidate, proofread, and edit presentations. Ensure consistently high-quality work in all deliverables. Assemble and distribute meeting materials to Board members. Participate in all the Board meetings and take minutes.
Maintain the Board portal and Annual Wheel of the Board.
Maintain and protect business-critical confidential information.
Committee Work
You will support the Donation Committee which entails:
Tasks related to dialogue with NGO’s and other organizations to which the Donations Committee may potentially provide donations.
Prepare agendas and other materials. Plan, consolidate, proofread, and edit presentations. Ensure consistently high-quality work in all deliverables and materials. Assemble and distribute meeting materials to Committee members. Participate in meetings and take minutes.
Engage in dialogue with donation recipients between meetings to ensure a great relationship.
Mindset & Competencies
You make sure to know the Chairman’s objectives, goals, deadlines, and deliverables. 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 for the Chairman and the Holding team. 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 possess intelligent and intellectual curiosity in learning about the industry, the business, and characteristics/needs.
Qualifications
Proven 5+ years of experience as a personal/executive assistant supporting executive-level individuals. Having supported a chairperson is highly desirable.
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 Danish and English, verbally and written. Excellent writing, editing, grammatical, organisational, and research skills.
A recent track record of effectively using Microsoft Office 365. Specifically, solid experience in preparing PowerPoint presentations.
IT savvy and proficient in applying new 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
