On behalf of our client, H. Lundbeck A/S, we are looking for a proactive and business-oriented Assistant to provide dedicated support to the Senior Vice President of Major Europe & Canada of Lundbeck (“MEC”).
The company
Lundbeck is a global pharmaceutical company headquartered in Denmark, 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.
Driving Clarity, Structure, and Momentum
The Assistant works closely with the Business Manager as a trusted partner to the SVP, enabling vision and strategy to be translated into action through structure, alignment, and progress across the Managing Director team.
Planning leadership meetings and Business Reviews is a key part of this role, elevating interactions by introducing innovative formats, structuring agendas, guiding discussions, and ensuring outcomes are aligned, actionable, and consistently followed through.
Primary Tasks and Responsibilities
Manage administration and operations for the SVP,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 SVP from focusing on high priorities.
Work in tandem with the Business Manager on various SVP activities and deliverables. Jointly translate vision and strategy into concrete plans and initiatives. Ask the right questions, clarify needs, and ensure effective communication to drive progress.
Handle a complex, often changing calendar of appointments. Proactively review and prepare for both short-term and long-term. Manage time with an analytical and proactive approach, and handle changes. Coordinate with other Assistants of relevant stakeholders.
Preparation and follow-up. Ensure the SVP is well-prepared with all necessary materials, agendas, pre-reads, and information before meetings. Capture and follow up on important issues that may otherwise be overlooked.
Bring a hands-on and innovative approach to shaping and conceptualizing MD meetings, making sure they are both productive and engaging. Capture team dynamics and identify opportunities to optimize meeting value, flow, and formats.
Organize and facilitate online and in-person LT MEC meetings. Ensure a clear structure, coherence, and high-quality in group interactions to maximize impact. Record action notes and follow up diligently.
Organize and coordinate bi-annual Business Reviews in MEC. Collaborate closely with the Business Manager to develop and distribute meeting agendas and supporting materials. Oversee all meeting logistics, including travel arrangements, coordination, and consolidation of inputs.
Keep a continuous overview of agenda items, projects, deadlines, annual cycles, and distribution of material. Review action logs from meetings to identify follow-up activities and deadlines.
Coordinate travel from A to Z. Ensure the SVP is well-prepared with all materials before travel, meetings, and events. This includes logistical preparation and alignment ahead of meetings and town halls. Be available as an emergency lifeline to support and handle travel changes.
Act as a curious and proactive AI champion in daily work. Explore and apply relevant tools for the wider team – for example, using Co-pilot to capture meeting notes and actions – and set the tone for how new technologies can enhance efficiency and collaboration in the team.
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 SVP’s internal and external relationships. Take note of and set reminders for key dates of colleagues and external stakeholders. Create and maintain a VIP list and remind when to reach out or send a thank-you note.
Based on your skillset and interests, you will have the opportunity to be actively involved in smaller projects related to advancing the organization, culture, and leadership.
Initiate and support the SVP in executing internal departmental communications opportunities in various formats, e.g., celebrating business milestones and employee performance recognition. Help build team health and company culture engagingly.
Handle the administration of the office, including completing expense reports, establishing purchase orders, and reviewing/coding/approving invoices through SAP.
Discretion and confidentiality are critical. Maintain and protect business-critical confidential information.
Mindset & Competencies
You know the SVP’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 maintain an overview by continuously communicating and asking questions to resolve open issues proactively. 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, 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.
Qualifications
Proven 5+ years of experience as a personal/executive assistant supporting senior/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 and Danish, both verbal and written. Excellent writing, editing, and organisational skills.
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
