Executive Assistant

Volvo Group; Radford Semele; In loco; GBP 42.000 - 64.000; Tempo pieno

Vantaggi offerti da questo lavoro

Pension scheme: up to 7% matched

Salary Sacrifice Car Scheme

Healthcare: Bupa & Dental

Employee Assistance Programme

Annual leave: 25 days + bank holidays

Discounts on shopping and travel

On-site gym access

Maternity & paternity leave

Descrizione del lavoro

Volvo Group is seeking an experienced Executive Assistant to support the Managing Director and Executive Team. You will manage calendars, prepare board materials, coordinate meetings and travel, and act as a trusted point of contact with stakeholders.

The role requires excellent English, discretion, and strong digital skills with a mindset for process improvement and AI-enabled efficiency. On-site role with a focus on Volvo Bus UK & Ireland operations.

Competenze

• Experience providing executive support within a large or complex organisation.
• Sound judgement and strong organisational skills with the confidence to manage responsibilities independently.

Mansioni

• Manage the Managing Director's diary and support the Executive Team with diary coordination.
• Coordinate Executive Team meetings, including agendas, briefing materials, minutes and follow-up actions.
• Act as a trusted first point of contact for internal and external stakeholders.
• Prepare and quality-assure executive documentation, including board packs and presentations.
• Arrange domestic and international travel for the MD and Executive Team, balancing cost and policy.
• Maintain confidential and compliant filing systems aligned with Volvo Group standards.
• Coordinate Volvo Bus events and leadership sessions, managing logistics and visitors.
• Identify opportunities to improve processes using digital tools and AI.

Conoscenze

Diary management

Meeting coordination

Stakeholder management

Executive communication

Discretion with confidential info

Event coordination

Microsoft Outlook

Word

Excel

PowerPoint

Teams

AI awareness

Strumenti

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Descrizione del lavoro

Company Overview

At Volvo Bus UK & Ireland, we are helping shape the future of public transport through innovation, engineering excellence and a commitment to more sustainable mobility. Every vehicle we produce represents cutting-edge engineering, world-class quality, and a commitment to keeping passengers and drivers safe.

Responsibilities

• Manage the Managing Director's diary and support the wider Executive Team with diary coordination, ensuring commitments are aligned with business priorities and leadership time is used effectively.
• Coordinate Executive Team meetings, including agendas, briefing materials, minutes and action follow up.
• Act as a trusted first point of contact for internal and external stakeholders, managing enquiries and correspondence.
• Prepare and quality-assure executive documentation, including board packs, business reviews, presentations and internal communications.
• Arrange domestic and international travel for the Managing Director and wider Executive Team, balancing efficiency, cost, risk awareness and compliance with company policy.
• Ensure effective information management, maintaining structured, compliant, and confidential digital and physical filing systems aligned with Volvo Group standards.
• Coordinate Volvo Bus events and leadership sessions, managing logistics, suppliers and visitor arrangements.
• Identify opportunities to improve administrative processes, making better use of digital tools and AI to improve efficiency.

We are looking for someone with previous experience providing executive support within a large or complex organisation. You will bring sound judgement, strong organisational skills and the confidence to manage responsibilities independently in a busy business environment.

Key Requirements

• Experience in managing multiple executive diaries, coordinating meetings and arranging travel. Comfortable balancing competing demands while keeping sight of wider business priorities.
• A natural ability to anticipate what is coming next, recognise potential issues and take action without waiting for detailed instructions.
• A confident communicator who builds strong working relationships. Comfortable dealing with stakeholders at all levels, both internally and externally.
• Excellent written English, with the ability to produce and refine presentations, reports and business communications to an executive standard.
• A high level of discretion when handling confidential information, with the judgement to manage priorities, control access to senior leaders and recognise when matters need to be escalated.
• Experience coordinating business events, arranging visitor logistics and providing a professional welcome to colleagues, customers and external guests.
• Strong digital skills across Microsoft Outlook, Word, Excel, PowerPoint and Teams. An interest in how AI and new technology can improve processes and create efficiencies is also important.

Benefits

• Pension scheme: We offer a matched pension scheme of up to 7% of your salary, with incremental benefits based on length of service, including death in service cover.
• Salary Sacrifice Car Scheme - Available after successful probation completion
• Healthcare: Benefit from access to Bupa Cover and Dental insurance.
• Employee Assistance Programme: Take advantage of wellness, mindfulness and counselling services to support your overall well-being.
• Holiday Allowance: 25 days annual leave plus Bank Holidays,(increasing with length of service), plus the option to buy up to 5 additional days.
• Shopping and lifestyle discount: Enjoy savings on shopping vouchers, cinema tickets, holidays, and travel.
• Fitness perks: Enjoy access to our on-site gym, plus savings through MyGymDiscounts and MyActiveDiscounts.
• Maternity and Paternity leave: Maternity leave (6 months full pay, 6 months half pay) and 5 weeks of paternity leave, with 3 weeks flexible to take at any point within two years.

You can learn more about the rewards and benefits of working at Volvo Group here: Volvo Group Employee Benefits