Team Coordinator EPCM

3 days ago

Kongens Lyngby, Lyngby-Tårbæk Kommune, Denmark Haldor Topsoe AS Full time

About us

At Haldor Topsoe A/S, we are a leading global provider of technology and solutions for the energy transition. Our mission is to combat climate change by helping our customers and partners achieve their decarbonization and emission reduction goals.

We leverage decades of scientific research and innovation to offer world-leading solutions for transforming renewable resources into fuels and chemicals for a sustainable world, as well as efficient and low-carbon fuel production and clean air.

We were founded in 1940 and are headquartered in Denmark, with over 2,800 employees serving customers and having suppliers all around the globe.

Our team is looking for an experienced assistant for EPCM (Engineering – Procurement – Construction management) and Procurement. Your role will be to provide exceptional administrative support and assistance to two Vice Presidents and selected directors and senior managers within the organization.

We are seeking a proactive individual who enjoys working in a dynamic environment and is not only a team player but also enables a great team spirit and work culture inside the team as part of the role; the individual excels in working with multinational global teams, is sensitive to cultural differences while keeping focus on delivering tasks.

Due to the global nature of the business, many engagements are virtual.

  • Executive calendar management for two Vice Presidents, ensuring optimal scheduling and coordination of meetings, appointments, and events. This involves prioritizing conflicting demands, anticipating potential scheduling conflicts, and proactively resolving them.
  • Travel arrangements for the two Vice Presidents, including booking flights, accommodations, and ground transportation as well as related expense management in a correct and timely manner.
  • Confidential communication on behalf of the senior managers and Vice Presidents, including drafting and editing emails, memos, and reports.
  • Meeting facilitation for larger team events like leadership strategy days, department off-sites, supplier, project management, or engineering days. This includes selecting venues, preparing agendas, coordinating presentations, sending invitations, and taking accurate minutes.
  • Stakeholder management for internal and external key contact points, maintaining professional relationships and ensuring timely and effective communication on behalf of the Vice Presidents and directors/senior managers.
  • Support the EPCM Governance Process, particularly the PMO Lead in preparing and organizing various project and portfolio meetings, optimizing the governance process, and following up with individual PMs or supporting special projects around digitalization and tool landscape.
  • Support the EPCM Procurement activities as assigned from time to time by the Procurement VP. These activities include but are not limited to assisting in setting up supplier visits and meetings and supporting the EPCM Procurement governance, e.g. special projects around digitalization, tools, and processes.

You'll bring the following skills and qualifications

  • Proficient in English and Danish.
  • Excellent communicator with strong writing skills and attention to detail.
  • Exceptional organizational and time management skills; proficient in virtual working tools such as Teams and familiar with travel booking and expense reporting tools.
  • Drive and motivation to build up structure and improve the business.
  • Motivated to learn to use new digital tools.
  • Excellent in prioritizing and managing different tasks.
  • An ability to synthesize information and capture key action items.
  • Proactive and self-driven way of working.
  • Flexibility to move between different working locations in Denmark: Hoersholm, Frederikssund, and Ravnholm.
  • At least 3-5 years' experience in assisting senior managers/executives in global environments.

Why this job is exciting

This role offers a chance to work with a talented team that is passionate about making a difference in the energy transition. You will have the opportunity to develop your skills and expertise, working on challenging projects and contributing to the company's success.

We offer a collaborative and dynamic work environment, with opportunities for growth and development. If you are a motivated and organized individual who is passionate about administration and support, this could be the perfect role for you.

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