Executive Assistant & Office Manager

Heimstaden; Københavns Kommune; On-site; DKK 320,000 - 460,000; Full time

Job summary

Heimstaden is seeking an organized Office Manager to run a professional, welcoming office and provide proactive executive and administrative support to the COO and management team. The role combines two-thirds office operations with one-third executive support, ensuring smooth daily functions and a positive workplace culture.

You will manage calendars, coordinate meetings and events, handle facilities, and assist with onboarding and visitor experience.

Qualifications

• Proactive and accountable; anticipate issues and take ownership.
• Organised and reliable with attention to detail.
• Calm under pressure and adaptable to changing priorities.
• Socially confident; interacts with senior executives, colleagues, suppliers and visitors.
• Fluent in Danish and English, both written and spoken.

Responsibilities

• Own day-to-day office operations and maintain high standards across meeting rooms, kitchens, common areas and shared facilities.
• Coordinate cleaning, maintenance, repairs, workplace services and building-related matters; main contact for landlords, suppliers and service providers.
• Manage workplace routines, access, security, keys and passes.
• Create a welcoming office experience through service, hospitality and attention to detail; support onboarding for new colleagues.
• Foster positive culture through social moments, celebrations and office activities; act as work environment representative.
• Proactively manage suppliers and office purchasing, catering, equipment and supplies; monitor costs and invoices.
• Coordinate meetings, events and hospitality; organize on-site and off-site events.
• Handle office administration and projects; coordinate moves, refurbishments and health and safety activities.
• Provide proactive executive support: manage calendars, meetings, travel, logistics and preparation of materials.

Skills

Office management

Calendar management

Executive support

Communication

Job description

Job Description

Heimstaden Group is a pan-European real estate investor, manager and operator. We manage approximately 155,500 homes across nine countries, representing a property value of around EUR 30 billion.

Our business is supported by close to 2,000 people across Czechia, Denmark, Finland, Germany, the Netherlands, Norway, Poland, Sweden and the United Kingdom.

The role

Reporting to the Chief Operating Officer (COO), you’ll take ownership of a professional, well-run and welcoming office while providing proactive executive and administrative support.

You’ll help the office run smoothly, anticipate what colleagues and Executive Management need, and resolve issues promptly. You’ll bring high standards, operational discipline, warmth, good humour and a practical mindset – and help colleagues and visitors feel supported and well looked after.

The role is approximately two-thirds Office Management and one-third Executive and Administrative support.

The responsibilities

Office Management: approximately 65-70%

Keep the office running smoothly

• Own day-to-day office operations and maintain high standards across meeting rooms, kitchens, common areas and shared facilities. Be visible and available, resolve practical issues promptly, and continuously improve office processes.
• Coordinate cleaning, maintenance, repairs, workplace services and building-related matters; act as the main contact for landlords, suppliers and service providers.
• Manage workplace routines, access, security, keys and passes.

Create a welcoming office experience

• Create a professional, welcoming and enjoyable office through thoughtful service, hospitality and attention to detail - be employees’ go-to contact for practical support.
• Support onboarding so new colleagues feel welcome, equipped and ready from day one.
• Foster a positive culture through social moments, celebrations and office activities.
• Serve as the work environment representative.

Manage suppliers, purchasing and budgets

• Proactively manage suppliers and service providers, and own office purchasing, catering, equipment and supplies.
• Monitor costs, manage invoices and support budgets to ensure value for money. Support supplier negotiations and contract management where relevant.

Coordinate meetings, events and hospitality

• Give visitors and guests a warm, professional welcome; coordinate meeting rooms, catering and other practical arrangements.
• Support management meetings, workshops and company events to consistently high standards.
• Organise on-site and off-site events, including celebrations and other business activities.

Handle office administration and projects

• Manage mail, deliveries and office administration, and maintain procedures and documentation.
• Coordinate office moves, refurbishments, seating changes and other workplace projects; support health, safety and workplace-related activities.
• Take initiative on practical tasks rather than waiting for others.

Executive & Administrative Support - approximately 30-35%

• Anticipate needs and provide proactive, reliable support to Executive Management.
• Manage calendars, meetings and internal and external appointments with good judgement, and coordinate travel and itineraries where required.
• Prepare meeting materials and logistics, follow through on agreed actions, and help prepare presentations and management documents.
• Handle expenses, invoices and routine executive administration.
• Treat sensitive and confidential information with discretion.

Qualifications

You’re professional and quality-conscious: you uphold standards, exercise discretion, represent the office well and address shortcomings. You enjoy helping colleagues and making their working day easier, and bring energy, warmth and good humour while staying professional.

You’re also:

• Proactive and accountable: You anticipate issues, act without prompting and take ownership from start to finish.
• Organised: You manage details, priorities and follow-up reliably.
• Calm under pressure: You adapt effectively when priorities change.
• Socially confident: You engage comfortably with senior executives, colleagues, suppliers and visitors.
• Hands-on: You enjoy solving practical problems and give executive tasks and small office matters equal care.
• Fluent in Danish and English, both written and verbally.

Additional Information

The role combines hands-on responsibility for the everyday running of the office with proactive support to Executive Management.

Success in the role means:

• The office is professional, energetic and well cared for, and visitors receive a warm welcome.
• Practical issues are resolved promptly without unnecessary escalation.
• Employees feel supported and enjoy coming to the office.
• Office operations are efficient, disciplined and cost-conscious.
• Management receives reliable, proactive support that helps the whole office work better.

We conduct background checks as part of our recruitment process. If you have any questions regarding this, you are welcome to contact us!

At Heimstaden, we value diversity and believe that different perspectives create better decisions and a stronger work environment.