Executive Assistant

About the position

The role has the responsibility to assist and support with administrative tasks, to be the sounding board to the Head of Accounting Services, Volvo Group India, and to coordinate and drive own projects.  

You will report to Site Head of Accounting Services, Volvo Group India, and will be part of the FCA-Accounting Services Management team.

This is the role:

• Proactive ownership of the Site Head´s agenda, ability to coordinate complex meetings and projects by working directly with key stakeholders. Proven ability to plan and manage time effectively. 

• Managing the Site Head´s inbox, ensuring all duties are completed in a prioritized and organized way. 

• Obtaining and organizing information for use in conferences, speeches, and reports. Editing, proofing and formatting documents and research incl. basic authoring/drafting of correspondence. 

• Drive and coordinate projects  

• Coordinate and assist in the Site Head´s management team meetings and other key D&IT governance meetings, incl. agenda, minutes and follow-up on actions and decisions. 

• Manage administration, e.g., travel administration, purchase orders, invoices, and other expenses. 

• Assist overseas visitors with practical support. 

Key Responsibilities:

• Proactively manage the Site Head's agenda, coordinate complex meetings and projects, and collaborate with key stakeholders. Proven ability to plan and manage time effectively. 
• Managing the Site Head’s calendar, ensuring all duties are completed in a prioritized and organized way.
• Prepare materials for conferences, leadership meetings, and reports; edit and draft correspondence and documentation.
• Drive and coordinate projects and support management and governance meetings (agendas, minutes, action tracking).
• Manage administration, e.g., travel administration, purchase orders, invoices, and other expenses.
• Provide logistical support to overseas visitors and assist with site/office event planning.
• Support internal FCA-AS employee communications (e.g., surveys, announcements) and coordinate vendor services and office equipment needs.
• Coordinate and assist in the Site Head’s management team meetings and other key FCA-AS governance meetings, incl. agenda, minutes and follow-up on actions and decisions
• Manage budget of all Team building activities for FCA-AS

Who are you?

To be effective in this position we think you should have or be: 

• Advanced knowledge typically obtained through education and relevant work experience as assistant on a senior executive level (>5 years). 

• A good listener with high integrity; transmitting information accurately and understandably and actively seeking feedback. Handling highly confidential information and protecting the privacy of information in a correct way.  

• Flexible and able to perform a wide range of tasks, responding to changes in direction and priorities and accepting new challenges and responsibilities. You should be self-dependent in the absence of specific instructions or requirements.  

• You have a strong business acumen and a clear customer-centric mindset and are experienced in handling a wide range of administrative and executive support. 

• Your professional behavior towards both internal and external influential stakeholders is both agile and representative.   

• You pay attention to details and have a high level of professionalism; you deal directly and forthrightly with people and problems; you are persistent in getting the job done.   

• Good at planning and organizing; taking the lead and accepting responsibility for actions, costs and results.  

• You actively strive for continuous development and to develop your capabilities in the role. 

• You are an experienced user of IT tools e.g. Microsoft Office, SharePoint/Teams, SAP/R3, EBD, SuccessFactors and other support tools for administration in Volvo Group 

• You are fluent in English (written and spoken)  

Are we the right match for you?

Volvo Group values are Customer Success, Trust, Passion, Change and Performance. If you believe that they are keys to success, you might be our new Executive Assistant.  

You will have the opportunity to work together with highly skilled colleagues in an exciting global environment which provides opportunities to develop both professionally and personally. 

We believe our new Executive Assistant is above all an effective coordinator and team player, embracing all aspects of diversity, safety, quality, and the environment. 

Last Application Date - 26th September 2025