The Job
On behalf of Vestas, we are looking for an Executive Assistant “EA” to support the Chief Sales Officer “CSO”, where you will contribute to the commercial agenda alongside senior leadership.
In this vital role, you will manage executive priorities, coordinate key initiatives, and serve as a trusted gatekeeper to ensure efficiency at the highest level.
If you are motivated in settings where flexibility is key, manage complexity with discretion, and want to be at the heart of a global, ever-evolving organisation, this is your opportunity.
In this role, you will get a unique opportunity to work closely with Executive Management in a dynamic and innovative company at the forefront of the global transition to renewable energy.
As the Executive Assistant to Vestas’ CSO, you will join the Global Sales team. This team guides Vestas’ commercial agenda in close collaboration with the Regional Presidents and Sales organizations.
The position is based in Copenhagen, and you will report directly to the EVP and be responsible for the daily administrative and operational support.
Tasks and Responsibilities
Your primary responsibility will be to provide general support to the CSO and to ensure a smooth and efficient daily agenda for him and his organisation. Furthermore, it is important that you are capable of acting as a “gatekeeper” and allocating your time efficiently by understanding and prioritising the requirements. In addition, your responsibilities will include:
Manage administration and operations for the CSO, 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 CSO from focusing on high priorities.
Handle a complex CSO calendar of appointments. Proactively review and prepare short-term and long-term. Ensure that the CSO is well prepared with all materials, pre-read, and information timely ahead of meetings. Analytically and proactively manage CSO time and handle changes.
Coordinate travel from A to Z. Ensure that the CSO is well prepared ahead of travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
Prepare and attend management team meetings and annual cycle activities for the Sales Leadership team. Own, organise, consolidate input, build agenda, prepare content, and participate. Keep a continuous overview of agenda items, projects, and deadlines, annual cycle and distribute material. Review action logs from meetings to identify follow-up activities and deadlines.
Occasional preparation of reports and PowerPoint presentations for Executive Management.
Cross-functional project coordination and administrative tasks within the CSO functional area. Work together with the sales team on various projects, as well as securing the coordination of the projects.
Investigate and prepare material for the CSO in various contexts and meetings, using your extensive network in the sales organisation.
Plan and coordinate Sales Leadership team workshops and events, enhancing employee engagement. Be that special “cultural and social glue” and the initiator that helps hold a team together. Support and assist the management team related to their team activities (not acting as Personal Assistant).
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.
Plan and implement business rhythm activities, including the annual wheel activities. Manage internal administrative procedures using corporate internal systems and tools with consistency creating administrative stability.
Proactively help manage the CSO’s internal and external relationships. Take note of and set reminders for key dates of colleagues and external key stakeholders. Remind the CSO when to reach out, call, email or send a thank-you note.
Handle ad hoc administration, including completing expense reports, purchase orders, and review/cost code/approve invoices through SAP.
Maintain and protect business-critical confidential information.
Mindset & Competencies
Relentlessly organised and structured, you make sure to know the CSO’s objectives. You proactively follow through behind the scenes in furtherance of these, and you make sure nothing falls through the cracks.
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 CSO. 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. 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 open and committed to improving the status quo, and you have a natural built-in principle of continuous improvement. You ensure everything gets done on time.
You have a sense of urgency and attention to detail and a demonstrated ability to handle highly sensitive and confidential information with discretion.
You are a positive team player, flexible, resourceful, and efficient, with a high level of integrity. You proactively seek opportunities to help others and are committed to making your colleagues successful – you contribute actively to the positive workplace culture and build strong networks in the organisation.
You possess intelligent and intellectual curiosity in learning about the industry, the business, and characteristics/needs.
Qualifications
Proven 3+ years of experience as a personal/executive assistant supporting executive-level individuals in large multinational 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.
Fluency in English, verbal and written. Excellent writing, editing, grammatical, organisational, and research skills.
Proficiency in MS Office, Teams, and SAP
IT savvy and highly proficient in applying new IT tools in daily tasks and operations.
Questions about the role
Please contact Frederikke Høg in regards to questions about this role – frederikke@osander.dk
