Executive Assistant

Volvo Group; Warwick; In loco; GBP 39.000 - 47.000; Tempo pieno

Vantaggi offerti da questo lavoro

Pension scheme up to 7% match

Salary Sacrifice Car Scheme

Healthcare: Bupa & Dental

Employee Assistance Programme

Holiday 25 days + bank holidays + buy

Discounts on shopping, cinema and more

On-site gym and fitness discounts

Maternity & paternity leave

Descrizione del lavoro

Volvo Group is seeking an experienced Executive Assistant to support the Managing Director and the Executive Team at Volvo Bus UK & Ireland. You will coordinate diaries, meetings and travel, ensuring leadership time aligns with priorities and broader business needs.

You will build strong relationships with stakeholders, produce executive documents and maintain compliant filing, while exploring AI-enabled improvements to administrative processes.

Competenze

• Experience providing executive support within a large or complex organisation.
• Proven ability to manage multiple executive diaries, coordinate meetings and arrange travel.
• Proactive problem solver who anticipates issues and acts without detailed instructions.
• Excellent written English; capable of producing high-quality presentations and reports.
• Discretion with confidential information and ability to manage senior stakeholder access.
• Experience coordinating events and welcoming visitors; professional front-facing manner.
• Strong digital skills across MS Outlook, Word, Excel, PowerPoint and Teams.

Mansioni

• Manage the Managing Director's diary and support the wider Executive Team with scheduling.
• Coordinate Executive Team meetings, agendas, materials, minutes and follow-ups.
• Serve as trusted contact for internal and external stakeholders and handle inquiries.
• Prepare and quality-check executive documents, board packs and internal comms.
• Arrange domestic and international travel for the MD and team with policy compliance.
• Maintain structured, confidential digital and physical filing in Volvo Group systems.
• Coordinate Volvo Bus events and leadership sessions, managing logistics and suppliers.
• Identify process improvements using digital tools and AI to enhance efficiency.

Conoscenze

Executive support

Diary management

Travel coordination

Stakeholder communication

Discretion & confidentiality

Microsoft Office

AI awareness

Strumenti

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Descrizione del lavoro

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Salary Circa £43,000 with annual company bonus 5%

Location: Warwick, some UK-wide travel

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.

We are looking for an experienced Executive Assistant to work closely with our Managing Director and support the wider Executive Team at Volvo Bus UK & Ireland. In this role, you will ensure leadership priorities, information, meetings and actions are coordinated effectively across the business.

• 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 AssistanceProgramme: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.

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.

You will also bring;

• 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.

What will you do?

• 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.

All Volvo Group adverts are open for a minimum of 10 working days from the posting date.

Who we are and what we believe in
We are committed to shaping the future landscape of efficient, safe, and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents across the group’s leading brands and entities.

Applying to this job offers you the opportunity to join Volvo Group. Every day, you will be working with some of the sharpest and most creative brains in our field to be able to leave our society in better shape for the next generation. We are passionate about what we do, and we thrive on teamwork. We are almost 100,000 people united around the world by a culture of care, inclusiveness, and empowerment.

At Volvo Buses you join one of the world’s leading providers of sustainable people transport solutions. What we do affects millions of people around the world: passengers, drivers, customers; in fact, entire cities and countries. This job gives you the opportunity to work with the future of people transportation and infrastructure. We have a strong culture of working together to help each other, sharing knowledge and experience. Together, we shape the world we want to live in.

Job Category: Administrative & Business Support

Every day, Volvo Group products and services ensure that people have food on the table, children arrive safely at school and roads and buildings can be constructed. Looking ahead,we are committed to driving the transition to sustainable and safe transport, mobility and infrastructure solutions toward a net-zero society.

Joining Volvo Group, you will work with some of the world’s most iconic brands and be part of a global and leading industrial company that is harnessing automated driving, electromobility and connectivity.

Our people are passionate about what they do, they aim for high performance and thrive on teamwork and learning. Everyday life at Volvo is defined by a climate of support, care and mutual respect.

If you aspire to grow and make an impact, join us on our journey to create a better and more resilient society for the coming generations.