Executive Assistant to SVPs – Global Travel & Coordination

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

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.