The Job
On behalf of ISS World Services A/S, we are looking for a structured and self-motivating Personal Assistant “PA” to support Carsten Højlund, Head of Group Finance.
As the PA to Carsten, you will have a unique opportunity to work in one of the most people-oriented, dynamic, and innovative companies in the world, at the forefront of the global facilities services industry. You will also be closely involved in implementing strategic decision-making and have the chance to grow and excel within your PA role by collaborating with passionate experts and professionals. The objective of the company is to drive positive change for ISS and its commitment to creating a positive impact on the facilities services sector and the communities it serves with both the financial aspect, social responsibility, and technology high on the agenda.
Drawing on your extensive PA-experience, you will inspire Carsten to foster collaboration and synergize with a skilled operational PA, ensuring optimal utilization on his time and resources. Your contribution will be instrumental in prioritizing tasks and initiatives, allowing Carsten to focus on high-priority objectives.
Tasks and Responsibilities
Manage administration and operations for Carsten, 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 Carsten from focusing on high priorities.
Handle Carsten’s dynamic calendar of appointments. Proactively review and prepare short-term and long-term. Ensure that the activities and meetings are well prepared with all materials, pre-read, and information timely ahead of meetings. Analytically and proactively manage time and handle changes.
Prepare and attend management team meetings and annual cycle activities for the Group Finance 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.
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.
Work together with the Finance management team on various projects, as well as securing the coordination of the projects.
Investigate and prepare material for various contexts and meetings, using your extensive network in the Finance organisation.
Plan and coordinate Finance team workshops and events enhancing employee engagement. Be that special “cultural and social glue” and the initiator that helps hold a management team together.
Coordinate travel from A to Z. Ensure that Carsten is well prepared ahead of travel, meetings, and events. Be available as an emergency lifeline to support and handle travel changes.
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.
Proactively help manage Carsten’s internal and external relationships. Take note of and set reminders for key dates of colleagues and external key stakeholders.
Handle ad hoc administration, including completing expense reports, purchase orders, and review/cost code/approve invoices.
Maintain and protect business-critical confidential information.
Mindset & Competencies
Relentlessly organised and structured, you make sure to know 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 you can quickly re-prioritise tasks when needed.
You act with an execution-oriented can-do attitude and as an informed representative for Carsten. 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, and you possess 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.
A bachelor’s degree.
Fluency in English and Danish, 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
