Job Opportunity:

Management Assistant

Osander ApS is recruiting on behalf of Xellia Pharmaceuticals ApS

On behalf of our client, Xellia Pharmaceuticals ApS, we seek a proactive and service-minded management assistant passionate about executive business support in a purpose-driven pharmaceutical company on a path of growth and transformation.

Xellia is a leading developer and manufacturer in the pharmaceutical industry, specializing in healthcare solutions that enhance patient lives. Since 2013, Xellia has been wholly owned by Novo Holdings A/S and is headquartered in Copenhagen. In addition, Xellia has four manufacturing facilities in Denmark, Hungary, China, and the U.S.

As Xellia endeavours to make a meaningful impact in healthcare, you’ll have the chance to join a carefully selected team as a Management Assistant. This position could be a great opportunity, especially if you enjoy providing analytical, administrative, and proactive support in a fast-paced, purpose-driven environment.


The job

As the Management Assistant, you’ll play a crucial role in ensuring the seamless operation and activities of the Chief Financial Officer “CFO” (50%), Chief Transformation Officer “CTO” (25%), and Chief Operating Officer “COO” (25%).

This position involves the expected responsibilities and trusted duties associated with being an administrative and operational assistant for high-level executives. Also, your service, communication, and organisational skills will be greatly used.

The right mindset, agility, and values are more important than a long and seasoned personal assistant background, but we expect you to be a quick and determined learner.

To be successful in this role and fit the Xellia professional values and principles, we hope that you:

  • Have great proactive “client hands”, are a natural and passionate communicator, and thrive when interacting with others.

  • Have excellent communication skills. Ideally, your written and verbal English skills are outstanding.

  • Are analytical, self-motivated, and self-driven, and can work independently and closely with others.

  • Have an ever-positive and optimistic mindset, a can-do attitude (no job too big or too small), and tons of enthusiasm, always seeing solutions, never seeing barriers.

  • You have an adequate level of business awareness and understanding, a strong passion for, and the ability to improve your business acumen.


Tasks and Responsibilities

  • Manage administration for the CFO, CTO, and COO, i.e., provide holistic and integrated day-to-day support.

  • Handle calendar management and meeting scheduling. Proactively review and prepare short-term and long-term for the CFO. Additionally, provide forward-thinking support to the CTO and COO within the dedicated time division ratio. Ensure all have the necessary materials and information well before high-value meetings. Efficiently manage time and changes.

  • Coordinate travel from A to Z. Ensure all aspects are well prepared for travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.

  • Prepare and coordinate the monthly Finance Team meeting. Work with colleagues to develop and distribute meeting agendas and supplemental materials and arrange all logistical details, such as scheduling, invitations, catering, and meeting rooms.

  • Manage and support the board process in crafting the Finance segment for Xellia’s monthly meetings alongside the Chief Executive Officer’s assistant and team. Consolidate inputs, monitor deadlines, and distribute materials. Review action logs to ensure timely task completion and adherence to deadlines.

  • Organize Finance team workshops, seminars, and culture events to boost employee engagement and foster a positive company culture. Initiate internal celebrations for business milestones and recognition of employee performance.

  • Contribute to team spirit. Be that special “cultural and social glue” and the initiator that helps hold a team together.

  • Plan and implement business rhythm activities, including the annual wheel activities. Help build and manage internal procedures using corporate internal systems and tools, creating administrative stability.

  • Handle ad hoc administration, including completing expense reports.

  • Maintain and protect business-critical confidential information.


Mindset & Competencies

  • You make sure to know the CFO 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. 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, simultaneously, diplomatic and calm, 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, efficient, and with high integrity. You proactively seek opportunities to help others and are committed to making your colleagues successful. You build strong networks in the organisation.

  • You possess intelligent and intellectual curiosity in learning about the industry, the business, and characteristics/needs.


Qualifications

  • Experience as a management/personal/executive assistant supporting executive-level individuals, preferably from multinational organisations, is a plus.

  • Ideally, experience from a listed company or a company with high compliance standards.

  • Stellar references, a strong presence, and a confident and accommodating personality.

  • Fluency in English, verbally and written. Excellent writing, editing, grammatical, organisational, and research skills.

  • 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