The Job
On behalf of our client, we are looking for an Executive Assistant “EA” to support the Group CFO in a global and innovative company. You will have the opportunity to learn and excel within your EA role working alongside passionate experts and professionals around the CFO whose objective is to drive positive change.
The position is based in Copenhagen, and you will report directly to the Group CFO and be responsible for the daily administrative and operational support.
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 CFO calendar of appointments. Proactively review and prepare short-term and long-term. Ensure that the CFO is well prepared with all materials, pre-read, and information timely ahead of meetings. Analytically and proactively manage CFO time and handle changes.
Coordinate travel from A to Z. Ensure that the CFO is well prepared ahead of travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
Prepare management team meetings and annual cycle activities for the Finance 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.
Work together with the Finance management team in various projects, as well as securing the coordination of the projects.
Investigate and prepare material for the CFO in various contexts and meetings, using your extensive network in the Finance organisation.
Plan and coordinate 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. 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 CFO’s internal and external relationships. Take note of and set reminders for key dates of colleagues and external key stakeholders. Create and maintain a VIP list of people and remind the CFO 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 CFO’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 re-prioritise tasks when needed.
You act with an execution-oriented can-do attitude and as an informed representative for the CFO. 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 with 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 5+ 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, verbally and written. Excellent writing, editing, grammatical, organisational, and research skills.
IT savvy and highly proficient in applying new IT tools in daily tasks and operations.
Questions about the role please contact Frederikke Høg på frederikke@osander.dk
