Administrative Assistant II

AB Volvo; Dublin (VA); On-site; USD 52,000 - 60,000; Full time

Benefits offered by this job

Competitive medical, dental and vision

Generous paid time off

Competitive retirement savings match

Job summary

Volvo Group in Dublin, VA is seeking an Administrative Assistant II to provide comprehensive support to the Department Manager. You will handle filing, reports, confidential correspondence, and diverse administrative tasks with professionalism.

The role emphasizes multitasking, deadline adherence, and high discretion, ethics, and confidentiality in all work. Base pay is $55,228 annually, with bonus eligibility where applicable.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 3–5 years in administrative or executive assistant roles.
• Experience preparing reports, presentations and correspondence.
• Strong organizational and multitasking abilities with discretion.

Responsibilities

• Provide wide-ranging administrative support to the Department Manager.
• Manage calendars, travel, expense reports and meeting material.
• Prepare reports, agendas, presentations and minutes.
• Coordinate events, onboarding of new employees, and communications.
• Maintain filing systems and confidential correspondence.

Skills

Strong organizational skills

Multitasking abilities

Verbal and written communication

Calendar management

Discretion with confidential data

Education

High school diploma or GED

Associate's degree preferred

Tools

Volvo EBD system

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.

Summary of Position

The Administrative Assistant II provides a wide variety of administrative support to the Department Manager, including, but not limited to, maintaining department filing systems, creating and maintaining reports, and handling sensitive and/or confidential correspondence and information.

This role requires strong multitasking skills, the ability to meet critical timelines, and the capability to deliver high-quality work while maintaining the highest levels of confidentiality, ethics, and professionalism.

Core Responsibilities

• Perform daily administrative duties for the department, including filing, document and spreadsheet creation, report development, data entry, and communication with internal and external stakeholders.
• Provide telephone coverage and respond to inquiries as needed.
• Manage and maintain calendars for managers and supervisors, including scheduling internal and external meetings, appointments, and conference calls.
• Coordinate travel arrangements and itineraries and compile supporting documents for travel-related meetings.
• Complete and submit expense reports.
• Serve as liaison for office supply ordering and inventory management, including:
  • Monitoring inventory levels
  • Anticipating supply needs
  • Placing and expediting orders
  • Verifying receipt of supplies
• Assist with special projects, day-to-day administrative tasks, material distribution, and preparation of meeting materials and copies.
• Support the onboarding and setup of new employees.
• Manage multiple projects simultaneously in an efficient manner.
• Collaborate and coordinate with other administrative assistants regarding best practices and administrative processes.
• Organize department programs and events, including catering, invitations, and overall event coordination.
• Process orders for required supplies and materials through the EBD system from initiation through completion.
• Create agendas, presentations, and internal/external communications.
• Record and transcribe meeting minutes as required.
• Maintain departmental document control procedures and records.
• Manage manual and electronic files for information input, storage, retrieval, and editing.
• Conduct research and compile statistical reports.

Who are you?

Typical Required Qualifications

• High school diploma or GED required
• Associate's degree preferred
• 3-5 years of administrative assistant, executive assistant, or office support experience
• Calendar management and meeting coordination experience
• Experience preparing reports, presentations, and correspondence
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Ability to handle confidential information with discretion
• Experience with travel arrangements and expense reporting
• Data entry and record management experience

Preferred Qualifications

• Experience supporting managers or leadership teams in a manufacturing or operations environment
• Event planning and coordination experience
• Experience with purchasing/procurement systems (such as Volvo's EBD system)
• Ability to work independently with minimal supervision

What’s in it for you?

We offer a solid package of compensation and benefits.

Ready for the next move?

Are you excited to bring your skills and disruptive ideas to the table? We can’t wait to hear from you.

At the Volvo Group, we strive for a clear, transparent, and straightforward compensation approach, motivating you to contribute to the company’s growth. For this position, the base pay is set at $ 55,228 annually, and where applicable, bonus eligible. The range for this role, as well as final salary offered, is determined by several factors including, but not limited to, geographic location, work-related knowledge, certifications, skills, education, and experience. In addition to these factors, we believe in the importance of pay equity and consider internal equity of our current team members as part of any final offer.

In addition to a solid package of compensation and benefits, plus you will enjoy:

Competitive medical, dental and vision insurance.

Generous paid time off.

Competitive matching retirement savings plans.

Working environment where your safety, health and wellbeing come first.

Focus on professional and personal development through Volvo Group University.

Programs that make today’s challenging reality of combining work and personal life easier.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, or status as a protected veteran.

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

Who we are and what we believe inWe 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.

Trucks Technology & Industrial Divisionhire team players who are ready to create real customer impact. Our decentralized teams work close to our customers, with speed and autonomy, to build what they truly need.
Join us to collaborate on innovative, sustainable technologies that redefine how we design, build, and deliver value. Bring your curiosity, your expertise, and your collaborative energy, and together, we’ll turn bold ideas into tangible solutions for our customers and contribute to a more sustainable tomorrow.

Job Category: Administrative & Business Support

Organization: Trucks Technology & Industrial

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.