Senior Executive Assistant - VAS

at  Volvo Group

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport solutions for the future? If you seek to make a difference on a global scale, working with next-gen technologies and the sharpest collaborative teams, then we could be a perfect match.

WHO WE ARE

Volvo Autonomous Solutions is a new entity within the Volvo Group with the mission to offer transport solutions never seen before. Together we will work on autonomous solutions that will defy conventions and take us to the future. With entirely new business models and advanced technology, we will meet and exceed expectations from customers and contributing to a society that we want to live in. We have office locations in Sweden and in the US.

WHO ARE YOU?

To be effective in this position we think you should have or be:

• Extensive experience of working as an assistant on a senior executive level
• A good listener with high integrity; transmitting information accurately and understandably and actively seeking feedback. Also good at handling highly confidential information and protecting the privacy of this information.
• Flexible; you enjoy performing a wide range of tasks, responding to changes in direction and priorities and accepting new challenges, responsibilities, and assignments. With that said you should be self-dependent in the absence of specific instructions or requirements, taking reasonable risks of achieve results and preserving when challenged.
• You have a strong business acumen and a clear customer centric mindset and experienced in handling a wide range of administrative and executive support
• You have an agile and representative business, customer and people focus in your professional behavior towards both internal and external influential stakeholders
• You have a good attention to details and a high level of professionalism; you deal directly and forthrightly with people and problems; you are persistent to get the job done.
• Good at planning and organizing; you anticipate and draw inferences about the future and structure resources and actions in a logical manner by taking the lead and accepting responsibility for actions, costs, and results.
• You are an individual who actively strives for continuous development and to develop your capabilities in the role
• You are an experienced user of IT tools e.g., Microsoft Office, SharePoint/Teams, Skype, SAP/R3, EBD and other support tools for administration in Volvo Group

WHO WE ARE AND WHAT WE BELIEVE IN

Our focus on Inclusion, Diversity, and Equity allows each of us the opportunity to bring our full authentic self to work and thrive by providing a safe and supportive environment, free of harassment and discrimination. We are committed to removing the barriers to entry, which is why we ask that even if you feel you may not meet every qualification on the job description, please apply and let us decide. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Applying to this job offers you the opportunity to join Volvo Group. Every day, across the globe, our trucks, buses, engines, construction equipment, financial services, and solutions make modern life possible. We are almost 100,000 people empowered to shape the future landscape of efficient, safe and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents with sharp minds and passion across the group’s leading brands and entities.
Part of Volvo Group, Volvo Autonomous Solutions accelerates the development, commercialization and sales of autonomous transport solutions, focusing on defined segments for the on- and off-road space. The combination of strong tech expertise and skilled customer solutions creates innovative transport offers never seen before. We are constantly pushing our own skills and ability to drive change in a traditional industry to meet a growing customer demand. We are now looking for innovative, committed individuals to join us in our endeavor to create customer solutions that enhance safety, flexibility and productivity

The role has the responsibility to assist, support and be the sounding board to the Head of On-Road Solutions with administrative tasks, as well as coordinate and drive own projects. You will play an important role in making those functions run efficiently. You will also contribute to an important part of our Executive Management Team with a highly visible role and will work closely with several EMT members. You will team up to keep communication and knowledge sharing among the Executive Assistants in Volvo Group Autonomous Solutions.

This is the role:

• Responsibilities for this position include a proactive ownership of a busy executive calendar, ability to coordinate complex meetings and projects by working directly with key stakeholders and compiling and organizing high volumes of information. Proven ability to plan ahead and manage time effectively is needed for this position.
• Managing the executive’s inbox, ensuring all duties are completed in a prioritized and organized way.
• You will be responsible for supporting the executive’s with various kinds of documents and presentations. With reading, researching, and routing correspondence; drafting letters and documents, collecting, and analyzing information.
• Support and follow up plans and activities
• Drive and coordinate projects and programs related to business operations
• Coordinate and assist in the executive’s management team meetings. You will be responsible for planning the agenda, taking minutes and follow-up on actions and decisions decided in the meetings
• Travel administration & expenses reports
• Administration of purchase orders, invoices, and other expenses. You will be responsible for handling and approving invoices in SAP related to operations and make sure purchase orders are placed in our order systems EBD and Fieldglass and coordinate with suppliers when necessary
• Assist overseas visitors