Executive Administrative Assistant

Service Operations & Technology (SO&T), part of Volvo Group Trucks Technology & Industrial Division, is the organization within the Volvo Group that secures and develops the service operations and technical solutions our customers depend on, every day, across the globe, for all brands of the Group. We sit at the heart of the Volvo Group’s service ambition, enabling uptime, trust, profitability, and sustainable growth for customers across the globe. 

The world around us is changing fast, and the service business is becoming one of the most strategic growth areas for the Volvo Group. SO&T turns this momentum into action by translating strategy into concrete solutions and stable operations. Guided by a clear Customer First mindset, we work side by side with commercial and operational teams to secure uptime, create transparency, and deliver scalable, data driven services that unlock new business models and support a competitive, segmented offer.

Resilience and sustainability are built into everything we do. We design and run robust, AI enabled processes and systems that strengthen the end to end value chain, increase flexibility, and ensure we are always ready when our customers need us. At the same time, we actively contribute to the Volvo Group’s sustainability transformation by enabling circular and electromobility services, reducing emissions and waste in our operations, and helping shape a service ecosystem that is better for our people, our planet, and our company.

Service Operations North America (SONA) is a part of SO&T and has about 1,000 employees across the United States and Canada. We operate the Central Distribution Center in Byhalia, MS as well as Regional Distribution Centers across the NA region.

Purpose of the Position

The Executive Administrative Assistant position is part of the Service Operations North America management team. This position is primarily responsible to provide confidential executive-level administrative and managerial support to the Head of SONA, while also providing support to the rest of the management team as necessary. This is a pivotal role, combining traditional administrative support with business intelligence to help ensure the efficient operation of the Executive’s office by expertly managing projects, communications, and day-to-day administrative needs with professionalism and discretion. This position’s proactive support and attention to detail will help shape the effectiveness and culture of the leadership team and enable the Executive to focus their time on strategic leadership activities.
    
This position reports to the Head of Service Operations NA and is based full-time on-site in Greensboro, NC.

Essential Functions
•    Provide comprehensive and proactive executive administrative support to the Head of SONA with strict confidentiality.
•    Interact effectively with all levels of management, demonstrating exceptional interpersonal and communication skills.
•    Manage the flow of information to and from the Executive, ensuring they remain informed and that appropriate responses are initiated.
•    Manage the Executive’s calendar and coordinate meetings and other events to maximize efficiency.
•    Schedule SONA Management Team meetings, to include preparing agendas and associated materials and compiling meeting minutes and follow-up actions.
•    Act as liaison between the Executive and other members of the Management Team for informational and follow-up purposes.
•    Coordinate the Executive’s domestic and international travel in a precise manner.
•    Manage visits for the Executive, both on-site and off-site, including travel arrangements, agenda planning, presentations, and acting as the liaison for all participants.
•    Act as the primary point of contact for the Executive, including phone support and visitor management in a professional manner.
•    Manage key projects and initiatives within deadlines as assigned.
•    Support planning and logistics for internal and external meetings and events as required.
•    Track and prepare expense reports in a timely manner in accordance with company policy.
•    Maintain a professional working relationship with other administrative assistants.
•    Support other members of the Management Team as necessary.
•    Work on continuous improvement through the Volvo Performance System.
•    Lead and act according to Volvo values.

Minimum Education and Experience

•    Associate’s degree in a business-related field preferred; High School diploma or equivalent required.
•    7+ years of professional administrative experience.
•    3+ years of significant experience supporting senior executives.
•    Experience working in a fast-paced, professional environment utilizing sound business judgement and flexibility to respond to shifting schedules and priorities, with minimal supervision.
•    Experience managing calendars for multiple individuals, including meeting coordination and prioritization of meeting requests and events.
•    Experience handling confidential information and maintaining the highest level of integrity and ethics.

Necessary Competences, Skills and Abilities

•    As all documentation is in English, proficiency in the English language is required.
•    Excellent written and verbal communication skills.
•    Exceptional grammar, business writing, and presentation preparation skills.
•    Ability to communicate efficiently and effectively within a multi-cultural and international environment to all levels of the organization.
•    Exceptional planning and organization skills with a demonstrated focus on quality, attention to detail, and proactive recommendations to improve efficiency.
•    Ability to prioritize and adapt in a high-workload environment.
•    Strong problem-solving, research and analytical skills.
•    Strong project management skills.
•    Ability to build productive working relationships across all levels of the organization, both internal to SONA and externally across the Volvo Group.
•    Expert-level proficiency with Microsoft Office Suite.
•    Comfortable learning new technologies.
•    Ability to maintain discretion and confidentiality.
•    Ability to work with minimal supervision.
•    Ability to work in a fast-paced team environment striving towards operational excellence guided by Volvo’s Values and the Code of Conduct.
•    Ability to travel occasionally to support business needs.