Osander ApS is recruiting on behalf of H. Lundbeck A/S
The company
Lundbeck is a biopharmaceutical company focused exclusively on neuroscience, with more than 70 years of experience in improving the lives of people with neurological and psychiatric diseases.
We offer a great workplace based on a flat structure, an informal and collaborative working environment based on respect and equality. We employ dedicated colleagues, encourage continuous development, and have a culture where each employee is respected and valued. Together, we create the ideal conditions for you and your job, so we can create better conditions for our patients.
The purpose
As a focused innovator, we strive for our research and development programs to tackle some of the most complex challenges. We develop transformative medicines targeting people for whom there are few, if any, treatment options.
Our goal is to create long-term value and make a positive contribution to people and societies, everywhere we operate. We are committed to fighting stigma and discrimination, and we act to improve health equity for the people we serve and the communities we are part of.
The Job
We are recruiting an Executive Assistant (EA) to support Lundbeck’s EVP, Head of Europe & International Markets, covering +50 countries around the world. You will team up with the EVP’s VP of Commercial Excellence, and jointly, you will support the EVP in driving Lundbeck’s market strategy and transformation, expanding its presence, and assisting in furthering the company’s growth and development across the European and international markets.
The position involves the expected responsibilities and trusted duties associated with being an administrative and operational assistant for high-level executives. Your service, communication, and organizational skills will be greatly used. You will be closely involved in strategic decision-making processes and organizing key meetings and events.
Additionally, you will have the opportunity to collaborate with a highly experienced team of EAs who support the Executive Management team and contribute to planning and coordinating corporate events, internal and external meetings, workshops, annual celebrations, and a range of other activities.
Primary Tasks and Responsibilities
Manage administration and operations for the EVP,e., providing holistic and integrated day-to-day support. Proactively solve problems, handling the non-essential tasks and distractions that may keep the EVP from focusing on high priorities.
Manage a complex, dynamic calendar with a proactive approach to short- and long-term planning. Prioritize structure and apply emotional intelligence to ensure time is strategically optimized. Balance calendar best practices with personalization, creating an efficient schedule.
Ensure the EVP is well-prepared with all materials, pre-reads, and information timely before meetings. Manage time with an analytical and proactive approach and handle changes.
Collaborate closely with the VP of Commercial Excellence and his team to ensure seamless execution of EVP activities and deliverables.
Plan and coordinate travel end-to-end in an extensive travel schedule, ensuring the EVP is well-prepared with all materials for trips, meetings, and events. Own logistics and content, and plan empathetically to minimize stress. Be available as a reliable point of contact to manage any travel changes or emergencies.
Proactively manage the inbox by researching issues that require background, prioritizing urgent matters, and delegating tasks to reduce the EVP’s email workload. Handle select emails directly, using discretion and maintaining confidentiality when managing sensitive information.
Ensure the smooth execution of recurring Leadership Team meetings by preparing agendas, distributing pre-read materials, and handling logistics and technical setups. Attend and take action notes. Your proactive planning and facilitation will help keep the Leadership Team aligned and focused on key priorities.
Building on your passion, interests, and expertise, you will lead on communications tasks and projects, including managing smaller initiatives and creating high-quality written materials and PowerPoint presentations for the EVP’s town hall meetings and external engagements.
Plan and implement business rhythm activities, including the annual wheel activities. Manage internal administrative procedures using corporate internal systems to ensure consistency and administrative stability.
Proactively help manage the EVP’s internal and external relationships by tracking key events and dates of colleagues and stakeholders, setting reminders for important milestones, and maintaining a VIP list. Additionally, remind the EVP to reach out or send thank-you notes at appropriate times to nurture key relationships.
Handle office administration, including completing expense reports, establishing purchase orders, and reviewing/coding/approving invoices through SAP.
Proactively set up AV equipment, manage technical preparations, and arrange catering before EVP meetings, video conferences, and presentations. Ensure all technical aspects are fully functional to allow the EVP to focus on content and delivery.
Maintain and protect business-critical confidential information.
Mindset & Competencies
You know the EVP’s objectives, goals, deadlines, and deliverables. You proactively follow through behind the scenes to further these objectives.
You can grasp the big picture yet also track operational details. You gain and maintain an overview by continuously 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. 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. In addition, you are assertive and, simultaneously, a diplomatic character, and you possess good judgment with high integrity and professionalism.
You enjoy being that special “cultural and social glue” and the initiator that helps hold a team together.
You are organised and excellent at time and project management, with clear systems to handle multiple tasks. You are open and committed 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 highly 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 essential characteristics/needs.
You understand the crucial importance of mutual trust, confidentiality, and reliability in this role, as it plays a key part in ensuring that the EVP’s work life remains smooth, balanced, and efficient. Your success directly impacts the EVP’s ability to perform effectively.
Qualifications
Proven 7+ 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.
Fluent in English, both spoken and written, with strong skills in writing, editing, organization, and research. Proficiency in Danish is an advantage.
IT savvy. 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