Executive Assistant

Volvo Group; Göteborgs kommun; On-site; SEK 550,000 - 700,000; Full time

Job summary

Volvo Financial Services is seeking an Executive Assistant to deliver high-level administrative support to two Senior Vice Presidents at the Global HQ in Gothenburg, Sweden. The role centers on coordinating complex calendars, travel, and reports, while ensuring discretion and professional execution.

You will partner with the SVPs and cross-functional leaders to boost efficiency, prepare presentations, and manage events and materials.

Qualifications

• Associates degree preferred but not required.
• 10+ years of professional administrative experience.
• At least 5 years of significant experience supporting senior executives.
• A structured, proactive, and solution-oriented approach with a strong sense of ownership.
• Exceptional planning and organizational skills with a focus on quality and attention to detail.
• Extensive experience managing global calendars for multiple individuals.
• Experience working in a fast-paced professional environment where sound business judgment and a flexible and adaptable approach are valued.
• Exceptional grammar, business writing, and presentation preparation skills including the ability to communicate at all levels of the organization.
• Excellence in reading, writing, and speaking English; additional languages a plus.
• Advanced proficiency in Microsoft 365 and various digital and administrative systems, including SAP Finance, SAP Ariba, SAP Concur, and internal business platforms.

Responsibilities

• Provides comprehensive executive administrative support for the SVPs, including the coordination and organization of detailed calendars, events, and reports in a confidential, professional manner.
• Manages visits for the SVPs both onsite and off-site including domestic and international travel arrangements, agenda planning, presentations, and acting as the liaison for all participants
• Provides administrative support, including preparing presentations, reports, and other business documents.
• Foster connections among dispersed leaders and strengthen cross-functional collaboration by utilizing the global networks of leaders and the assistant. Tracks expenses and files expense reports in a timely manner in accordance with company policy
• Ability to organize and prioritize work effectively on multiple tasks in a demanding environment
• Coordinate enlarged management-team meetings, town hall meetings, reviews, and workshops and associated materials to the team.
• Manages key projects and initiatives as determined by SVPs
• Coordinates and maintains appropriate distribution lists
• Maintains adequate office supplies and printed materials
• Ad hoc administration support to non-Sweden based SVPs when they travel to Sweden
• Occasional overtime required

Skills

Executive support

Calendar management

Travel coordination

Presentation preparation

English proficiency

MS 365

SAP Finance/Ariba/Concur

Education

Associates degree preferred

Tools

SAP Finance

SAP Ariba

SAP Concur

Job description

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Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport and infrastructure 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.

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport and its finance 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 in a global context, then we could be a perfect match.

The Global Headquarters for Volvo Financial Services is seeking an Executive Assistant to provide executive level administrative support to two Senior Vice Presidents within the Volvo Financial Services Global HQ team.

What You Will Do

As Executive Assistant, you plan and execute projects, provide ongoing administrative support and ensure that the administrative functions are handled in a professional, timely and accurate manner.

• Provides comprehensive executive administrative support for the SVPs, including the coordination and organization of detailed calendars, events, and reports in a confidential, professional manner.
• Manages visits for the SVPs both onsite and off-site including domestic and international travel arrangements, agenda planning, presentations, and acting as the liaison for all participants
• Provides administrative support, including preparing presentations, reports, and other business documents.
• Foster connections among dispersed leaders and strengthen cross-functional collaboration by utilizing the global networks of leaders and the assistant. Tracks expenses and files expense reports in a timely manner in accordance with company policy
• Ability to organize and prioritize work effectively on multiple tasks in a demanding environment
• Coordinate enlarged management-team meetings, town hall meetings, reviews, and workshops and associated materials to the team.
• Manages key projects and initiatives as determined by SVPs
• Coordinates and maintains appropriate distribution lists
• Maintains adequate office supplies and printed materials
• Ad hoc administration support to non-Sweden based SVPs when they travel to Sweden
• Occasional overtime required

Your future team

You will report directly to the SVP, Credit & Risk and work closely with another SVP in the VFS executive management team as a true partnership. In VFS, we demonstrate a clear vision to continue Transforming Together, a global mindset and a proven track record of successfully developing people, teams, culture, and leadership.

In many of our markets, VFS has won the Great Place To Work award, where Great Work is done. By interacting with each other as an on-site business, we build relationships, which allow us to work together more efficiently and form stronger bonds with our colleagues and customers. This position is located in Gothenburg, Sweden.

Who are you?

Do you dream big? We do too, and we are excited to grow together. In this role, we believe it is the right mindset that will make a difference at VFS. If you, besides your genuine interest in working with people in Transforming Together, also have a positive, service-oriented, and collaborative mindset, and take a proactive approach to handling all responsibilities, idea generation, and recommendations for productivity and efficiency - then we would welcome you to apply for this role.

We believe the successful candidate has an effective level of ambition and ability to understand team and corporate objectives, demonstrates superior verbal and interpersonal communication skills as well as ability handling confidential information and working with a high level of integrity and ethics. You have also proven experience including problem solving, research and analysis.

Qualifications likely required to be successful in this role include:

• Associates degree preferred but not required.
• 10+ years of professional administrative experience.
• At least 5 years of significant experience supporting senior executives.
• A structured, proactive, and solution-oriented approach with a strong sense of ownership.
• Exceptional planning and organizational skills with a focus on quality and attention to detail.
• Extensive experience managing global calendars for multiple individuals (for example: meeting coordination and determining the priority of meeting requests and events)
• Experience working in a fast-paced professional environment where sound business judgment and a flexible and adaptable approach are valued.
• Exceptional grammar, business writing, and presentation preparation skills including the ability to communicate at all levels of the organization.
• Excellence in reading, writing, and speaking English; additional languages a plus.
• Advanced proficiency in Microsoft 365 and various digital and administrative systems, including SAP Finance, SAP Ariba, SAP Concur, and internal business platforms.

What’s in it for you?

We offer a solid and competitive package of compensation and benefits, plus you will enjoy a diverse working environment with a culture of care and inclusion. As an investment, we support your personal development and growth to achieve your career aspirations. Volvo Financial Services is an on-site business and we understand that you might need occasional or temporary flexibility, which your leader is equipped to manage and fits well to our culture, as being together enables us to build upon our innovative and collaborative culture, as well as develop you for continued success.

Ready for the next move?

If you want to make a real impact on your career, Volvo Financial Services is where you want to be. We look forward to meeting you. We’ll discuss how we can help each other on our journey together.

Don’t hesitate to contact us.

Renee Hiner, SVP, Credit & Risk ns of Volvo Financial Services, email: [e-mail]

Kindly note that due to GDPR, we will not accept applications via mail. Please use our career site.

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

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.

At Volvo Financial Services, we are working together to shape the world we want to live in. As the captive finance arm of the Volvo Group, VFS provides financial services and solutions that meet the needs of our customers’ evolving business. Through our dedication to innovation, we support society in its adoption of sustainable transport and equipment solutions. VFS is headquartered inGothenburg, Sweden, and serves Volvo Group customers and dealers in more than 50 markets.

What’s in it for you?

We offer a solid and competitive package of compensation and benefits, plus you will enjoy a diverse working environment with a culture of care and inclusion. As an investment, we support your personal development and growth to achieve your career aspirations. Volvo Financial Services is an on-site business and we understand that you might need occasional or temporary flexibility, which your leader is equipped to manage and fits well to our culture, as being together enables us to build upon our innovative and collaborative culture, as well as develop you for continued success.

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.