On behalf of our client Nordic Investment Opportunities “NIO”, we seek a proactive and service-minded Personal Assistant & Office Manager passionate about business support and workplace culture to join NIO’s team and act as the beating heart of the office in central Copenhagen.
NIO rose from the idea of opening new investment opportunities by providing access to best-in-class private market funds. Our comprehensive understanding of private funds draws on diverse career backgrounds from the financial industry. Decades in the industry have generated an extensive network utilizing a knowledge-sharing approach. By investing with NIO, you will have trusted experts on your team, and we always co-invest in our funds.
The job
As the Personal Assistant & Office Manager, you’ll play a crucial role in ensuring the seamless operation of the office, serving not only as the first point of contact but also as the heartbeat of the workplace. Your responsibilities go beyond traditional reception duties; you will orchestrate a harmonious and efficient office environment, contributing to a positive, efficient, and supportive culture.
Furthermore, this position involves the expected responsibilities and trusted duties associated with being a Personal Assistant to the CEO, Michael Greve.
You will be responsible for office operations, including reception, team building activities, internal and external events, and all the small, essential details that greatly matter in inspiring workplaces.
This is an exciting opportunity to play a vital role in a dynamic investment management company. Your service, communication, and organisational skills will be greatly used.
Tasks and Responsibilities
Executive support:
As Michael’s PA, you will ensure efficiency and productivity. This includes but is not limited to, managing a dynamic CEO calendar and inbox, prioritization and booking of meetings, and preparation. You will proactively review and prepare short-term and long-term.
You will plan and coordinate external and internal meetings, including meetings of the Board of Directors, shareholders’ meetings, staff team meetings and related events and consolidate input to agendas.
Proactively, you will manage Michael’s inbox by screening incoming communications to identify urgent matters and delegate tasks that you or other team members can complete.
Coordinate travel from A to Z. Ensure all aspects, including content and logistics, are well prepared for travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
Handle ad hoc administration, including completing expense reports.
Office Manager tasks:
Assuming full operational responsibility for the office, proactively ensuring that all facilities are functional and adequately supplied to meet business needs. This includes running the office smoothly and managing relationships with vendors for office maintenance and event services.
Meet and greet guests at the office as the first point of contact.
Plan and coordinate travel arrangements for the management, i.e., transfers, flights, hotels, visas, etc.
Coordinate, print, and bind presentation materials. Handle IT hardware and subscription management.
Planning and implementing the annual wheel activities. Build high visibility across the business and be a culture carrier and a trusted partner.
Plan, initiate, co-create, and execute team-building events and gatherings for the entire staff, such as Company Days, the yearly Christmas and Summer party, Friday Bars, milestone celebrations, other team outings, and external events.
Be that special “cultural and social glue” and the initiator that helps hold a team together.
Ad hoc administrative and general reception support.
Mindset & Competencies
You are a warm people person who excels at interacting with colleagues and stakeholders at all levels. In addition, you reflect values, culture, and brand at all levels and make a positive impression on key contacts.
You would love to join a young, ambitious, entrepreneurial team. You are a positive team player and have a whatever-it-takes creative attitude with an intuitive sense for prioritisation, execution, and problem-solving.
No challenge or task is too big or small for you, and you pay meticulous attention to detail and accuracy, even when things are moving at lightning speed.
You can grasp the big picture yet track operational detail and overview. You proactively ask questions and fill in the gaps.
You have an ’act like an owner’ mindset, and you ensure everything gets done in a timely manner.
Strong interpersonal and collaboration skills – you build internal and external relationships.
You contribute actively to the positive workplace culture. You are diplomatic and possess good judgment with high integrity and professionalism.
Qualifications
Excellent verbal and written Danish and English communication skills.
High level of emotional intelligence, with the ability to adapt and support rapidly changing priorities.
Strong presence and personal presentation and a confident and accommodating personality.
Stellar references and a proven track record of high performance.
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
