Senior Administrative Assistant EPCM

3 days ago

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

About Us

Haldor Topsoe A/S is 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.

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

We are headquartered in Denmark, with over 2,800 employees serving customers and having suppliers all around the globe. To learn more about our vision and values, visit our website.

Job Description

We are seeking an experienced assistant for EPCM (Engineering – Procurement – Construction management) and Procurement in TOPSOE. The role requires providing exceptional administrative support and assistance to two Vice Presidents and selected directors and senior managers within the organization.

The ideal candidate will be 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.

Responsibilities

  • Executive Calendar Management: Ensure optimal scheduling and coordination of meetings, appointments, and events for two Vice Presidents, prioritizing conflicting demands and anticipating potential scheduling conflicts.
  • Travel Arrangements: Book flights, accommodations, and ground transportation for the two Vice Presidents, managing related expenses in a correct and timely manner using our system.
  • Confidential Communication: Draft and edit emails, memos, and reports on behalf of senior managers and Vice Presidents, maintaining confidentiality and professionalism.
  • Meeting Facilitation: Organize larger team events like leadership strategy days, department off-sites, supplier, project management, or engineering days, including venue selection, agenda preparation, presentation coordination, invitation sending, and accurate minute-taking.
  • Stakeholder Management: Maintain professional relationships with internal and external key contact points, ensuring timely and effective communication on behalf of the Vice Presidents and directors/senior managers.
  • Support the EPCM Governance Process: Assist 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: Assist the Procurement VP in assigned tasks, including setting up supplier visits and meetings and supporting the EPCM Procurement governance, e.g., special projects around digitalization, tools, and processes.

Requirements

  • Proficient in English.
  • 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.

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