Osander ApS is recruiting on behalf of BioPorto
The company
BioPorto A/S is an in vitro diagnostics company focused on saving lives and improving the quality of life with actionable biomarkers – tools designed to help clinicians make changes in patient management. The Danish-American biotech company uses its expertise in antibodies and assay development, as well as its platform for assay development, to create a pipeline of novel and compelling products that focus on conditions where there is a significant unmet medical need, and where the Company’s tests can help improve clinical and economic outcomes for patients, providers, and the healthcare ecosystem.
The Company’s flagship product is The NGAL Test, which has been designed to aid in the risk assessment of Acute Kidney Injury (AKI), a common clinical syndrome that can have severe consequences, including significant morbidity and mortality if not identified and treated early. With the aid of The NGAL Test, physicians can identify patients potentially at risk of AKI more rapidly than is possible with the current standard of care measurements, enabling earlier intervention and more tailored patient management strategies.
The BioPorto team is now looking to hire a proactive, service-oriented, smart & fast learner, approachable, collaborative, and detail-oriented colleague who would enjoy becoming a part of a small but growing, dynamic international, and dedicated team.
The job
The Office Manager & Executive Administrative Assistant is a full-time position managing office operations, transactional HR activities, and providing administrative business support to Tony Pare and Neil Goldman, the CEO and CFO, respectively.
The position is based in the Hellerup office, and it is a fantastic opportunity for someone who wants to gain experience in office operations, HR activities and developing a positive office culture whilst providing administrative executive support.
You will provide administrative business support to Tony and Neil, interact with BioPorto’s Board members, and support their ad hoc project activities, travel, communication, and other logistics as needed for Board meetings and other events.
You’ll also be the cornerstone in BioPorto’s HQ, and you will have full responsibility for the office operations including managing office equipment and supplies, onboarding new colleagues, planning, and coordinating company events, being the team ‘social glue’ and not least are you responsible for all the small things that matter greatly. Included in this is managing the office budget, ensuring that the office is a safe working environment, creating strong working relationships with vendors, and much more!
Tasks and Responsibilities
Office Management
Own the office operational responsibility i.e., proactively ensure office facilities are working and supplied appropriately to meet the business needs. Keep the office running smoothly and own and manage vendors for office and maintenance issues.
Partner with hiring managers on HR recruitment processes including the job posting, coordinate new-employee onboarding and related processes, including ordering IT equipment, laptops, office equipment, etc., and facilitating training & documentation, and coordinate with the finance department and vendors for setup of payroll & benefits.
Oversee maintenance of individual human resources files to ensure compliance.
Plan and coordinate weekly and quarterly management team meetings, and monthly all staff meetings, plus any related events, consolidate input to agendas, assist in preparation of any slides or materials as needed, own and prepare AV equipment, and technical set-up to ensure efficiency.
Manage office equipment and purchase all office supplies jointly with BioPorto’s student assistant. Manage the facility budget and supervise the work of BioPorto’s part-time student assistant.
Initiate, plan and execute fun and inspirational gatherings for the team, e.g., the yearly Christmas and Summer parties. Support the positive company culture throughout the team in an engaging, sustainable, and meaningful way.
Build a high level of visibility across the business and be a culture carrier and a trusted partner.
Executive support
Work directly with Tony and Neil to provide comprehensive administrative business support. Assist in managing their schedules and calendars.
Proactively seek out opportunities to expand both support and administrative management, including daily/weekly scheduling, deliverable tracking, and other areas of organizational administration.
As required, arrange travel, prepare itineraries,and related activities.
Manage the Company’s Microsoft Teams/SharePoint repository for corporate and Board matters.
Interact with BioPorto’s Board members and support their travel, communication, and other logistics as needed for Board meetings.
Prepare highly confidential and sensitive documents and maintain electronic filing system.
Mindset & Competencies
You make sure to know Tony’s and Neil’s evolving priorities, itineraries, and deadlines, but have the situational awareness to know when to challenge them in light of other organizational dynamics. You proactively follow through behind the scenes in furtherance of these. You are able to grasp the big picture yet track operational detail and overview. You ask questions proactively and fill in the gaps.
You have an ’act like an owner’ mindset, and you ensure everything gets done in a timely manner.
You are a positive team player and have a whatever-it-takes creative attitude with an intuitive sense for prioritization, execution, and problem-solving. Strong interpersonal and collaboration skills – you collaborate and build relationships internally and externally.
You have applicable experience in a corporate setting supporting senior professionals. You are organized and excellent at time and project management, with clear systems and composure to deal with multiple tasks.
You contribute actively to the positive workplace culture. You are a diplomatic and calm character, and you possess good judgment with a high level of integrity and professionalism.
You have attention to detail and a demonstrated ability to handle confidential information with discretion.
Qualifications
Bachelor’s Degree with some years of senior management administrative support experience.
Must have excellent English expressive and written communication skills.
High level of emotional intelligence, with ability to adapt and support rapidly changing priorities in a high-growth environment.
Impeccable integrity. Strong presence and personal presentation and a confident and accommodating personality.
Stellar references and a proven track record of high performance.
Expert proficiency in Word and Outlook, high proficiency in PowerPoint, and reasonable proficiency in Excel.
Questions about this role
Please contact Frederikke Høg in regards to questions about this role – frederikke@osander.dk
