Personal assistant EPCM & Procurement

The role and impactThe role and impactAs an experienced assistant for EPCM (Engineering – Procurement – Construction management) and Procurement in TOPSOE, your role is to provide exceptional administrative support and assistance to two Vice Presidents and selected directors and senior managers within the organization.We are looking for a proactive individual, who enjoys working in a dynamic environment and is not only a team player his/herself 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 the cultural differences while keeping his/her focus on delivering his/her tasks Due to the global nature of the business, many engagements are virtual.Your responsibilities include:

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 timeline manner in the Topsoe system

Confidential communication on behalf of the senior managers and Vice Presidents, including drafting and editing emails, memos, and reports

Meeting facilitation for larger team event like leadership strategy days, department Off- Sites, Supplier, Project Management or Engineering days. This includes, among others, selecting the 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, in particular the PMO Lead in preparing and organizing various project and portfolio meetings support optimizing the governance process and follow up with the individual PMs or support in 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 to set up supplier visits and meetings and supporting the EPCM Procurement governance, e.g. special projects around digitalization, tools and processes.’

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 themExecutive calendar managementTravel arrangements for the two vice presidents, including booking flights, accommodations, and ground transportation as well as related expense management in a correct and timeline manner in the Topsoe systemTravel arrangementsConfidential communication on behalf of the senior managers and Vice Presidents, including drafting and editing emails, memos, and reportsConfidential communicationMeeting facilitation for larger team event like leadership strategy days, department Off- Sites, Supplier, Project Management or Engineering days. This includes, among others, selecting the venues, preparing agendas, coordinating presentations, sending invitations, and taking accurate minutesMeeting facilitationStakeholder 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 managersStakeholder managementSupport the EPCM Governance Process, in particular the PMO Lead in preparing and organizing various project and portfolio meetings support optimizing the governance process and follow up with the individual PMs or support in special projects around digitalization and tool landscapeSupport the EPCM Governance ProcessSupport the EPCM Procurement activities as assigned from time to time by the Procurement VP. These activities include but are not limited to assisting to set up supplier visits and meetings and supporting the EPCM Procurement governance, e.g. special projects around digitalization, tools and processes.’Support the EPCM Procurement activities
What you’ll bring What you’ll bringYou are proficient in both English and Danish, and you possess excellent communication skills, with a strong emphasis on writing and attention to detail. Your exceptional organizational and time management skills enable you to handle multiple tasks efficiently. You are highly skilled in using virtual working tools such as Microsoft Teams and are familiar with travel booking and expense reporting tools. You bring at least 3-5 years of experience in assisting senior managers or executives in global environments.You have the drive and motivation to build up structure and improve business processes. You are eager to learn and use new digital tools, and you excel in prioritizing and managing different tasks. Your ability to synthesize information and capture key action items is outstanding.You are proactive and self-driven, capable of working independently. Flexibility is one of your strengths, allowing you to move between different working locations in Denmark - including Hørsholm, Frederikssund, and Ravnholm/Lyngby.Why join usWhy join usAt Topsoe, we’re problem solvers. In every role, across every office, you’ll find people passionate about finding the right answers. For over 80 years, we’ve been pushing the boundaries of what’s possible, always focused on solving some of the world’s biggest challenges together. We believe great results start with collaboration and respect, where every idea is heard and can drive real change. You’ll join a team of dedicated experts, united by a commitment to perfecting our craft and delivering real impact. We don’t just promise change – we make it happen. And with your contributions, we’re shaping a more sustainable future with solutions that truly matter.
We prioritize the safety and well-being of our employees and are committed to maintaining a safe work environment where everyone looks out for each other's health and safety.Your new team
We can offer a great team environment, in a brand-new office set up in Hørsholm, and a job that offers new opportunities and challenges every day. We want you to be an integral part of the team and support us on the exciting journey that the EPCM and Procurement team is on to become a key enabler in delivering decarbonization solution at scale for Topsoe.Your new teamWe can offer you a flexible work set up to allow for a good balance between work and family and interesting activities for employees throughout the year. We also offer an environment where everybody is encouraged to learn, on the job as well as through formal trainings.Topsoe offers an exciting portfolio of leading technologies for the fuel transition and solutions to the world’s biggest challenge of decarbonization – we would love to see you join us on this journey.
How you can applyHow you can applyIf you would like to be part of a team of skilled and professional colleagues in an informal organization, please submit your documents in English.Please contact Nicole Draheim, phone +[xxxxx]or mail [xxxxx] if you want to know more about the position.We welcome applications from all qualified candidates, irrespective of their gender, age, religion, disability, ethnic background, and geographical location. We encourage individuals from diverse cultures and countries to apply and contribute to our global team.To ensure a secure and trustworthy work environment, our recruitment process may include background checks and criminal record requests.To headhunters: Thank you for your interest in our company. However, we would like to inform you that we have a dedicated internal team managing our recruitment process. We kindly request that you refrain from reaching out to us regarding potential candidates. Thank you for your understanding.To headhunters: Thank you for your interest in our company. However, we would like to inform you that we have a dedicated internal team managing our recruitment process. We kindly request that you refrain from reaching out to us regarding potential candidates. Thank you for your understanding.About us
Topsoe is a leading global provider of advanced technology and solutions for the energy transition.
Built on decades of scientific research and innovation, we are working with customers and partners to drive energy resiliency and to achieve their sustainability goals.
We offer world-leading solutions for transforming renewable resources into fuels and chemicals, and we provide technologies needed to produce low-carbon and conventional fuels and chemicals as well as ensuring clean air.
We were founded in 1940 and are headquartered in Denmark, with over 2,800 employees serving customers all around the globe. To learn more, [xxxxx] [xxxxx]