Executive Assistant

HGVTraders LTD.; Warwick; Remote; GBP 39,000 - 47,000; Full time

Benefits offered by this job

Pension up to 7%

Salary sacrifice car scheme

Healthcare (Bupa & Dental)

Employee assistance programme

Holiday 25 days + BH + buy up to 5

Job summary

Volvo Bus UK & Ireland is seeking an experienced Executive Assistant to work closely with the Managing Director and the wider Executive Team. You will ensure leadership priorities, information, meetings and actions are coordinated effectively across the business.

You will manage multiple diaries, coordinate meetings and travel, and maintain confidential information with discretion. Strong English writing, stakeholder engagement and process improvement using digital tools and AI are essential.

Qualifications

• Experience providing executive support in a large/complex organisation.
• Strong organisational skills and sound judgement.

Responsibilities

• Manage the MD's diary and support the wider Executive Team.
• Coordinate Executive Team meetings, agendas, materials and minutes.
• Act as first point of contact for internal and external stakeholders.
• Prepare and quality-assure executive documents and communications.
• Arrange domestic and international travel for the MD and team.
• Maintain structured, confidential filing systems aligned with standards.
• Coordinate events and visitor logistics for Volvo Bus.
• Identify opportunities to improve administrative processes using digital tools and AI.

Skills

Executive support

Diary management

Stakeholder management

Travel coordination

Presentation preparation

English writing

Discretion & confidentiality

AI & digital tools awareness

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Microsoft Teams

Job description

Executive Assistant

Location: Warwick, GB, CV34 5YA

Position Type: Professional

Permanent/Temporary: Permanent

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.

What Can Volvo Bus Offer You:

• 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.

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

Who are you?

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.

We value your data privacy and therefore do not accept applications via mail.