Executive Assistant

What you will do

The Executive Administrative Assistant provides high-level administrative, business, and project support to Vice Presidents and senior leaders within a fast-paced captive finance organization. This role serves as a trusted partner to leadership, helping manage priorities, coordinate business activities, support strategic initiatives, and ensure effective communication and execution across the organization.

The Executive Administrative Assistant plays a critical role in enabling leaders to operate efficiently and effectively. Responsibilities include managing complex schedules, coordinating meetings and events, supporting business projects, preparing executive-level materials, coordinating domestic and international travel, and facilitating the timely flow of information across internal and external stakeholders.

The successful candidate is proactive, highly organized, resourceful, and comfortable operating with a high degree of independence. This individual must demonstrate sound judgment, professionalism, discretion, strong business acumen, and the ability to anticipate needs while managing multiple priorities in a dynamic environment.

This is a fully onsite role.

Core Responsibilities 

• Provide comprehensive executive-level administrative and business support to Vice Presidents, senior leaders, and leadership teams.

• Manage complex executive calendars, coordinate meetings, prioritize scheduling requests, anticipate conflicts, and make appropriate adjustments based on changing business priorities.

• Coordinate domestic and international travel, including itineraries, accommodations, transportation, meeting logistics, and related travel documentation.

• Prepare, edit, organize, and distribute correspondence, reports, presentations, agendas, meeting materials, and other executive-level business documents.

• Provide project management and coordination support for business initiatives, including tracking timelines, deliverables, milestones, action items, dependencies, and follow-up activities.

• Support the execution of strategic, operational, and cross-functional initiatives by coordinating stakeholders, organizing information, monitoring progress, and helping drive activities to completion.

• Execute ad hoc and short-term cross-functional business assignments, projects, and special initiatives as needed to support business priorities and organizational flexibility.

• Coordinate executive and leadership meetings, including preparing agendas and materials, documenting decisions and action items, and ensuring timely follow-up.

• Serve as a key point of contact for internal and external stakeholders, including employees, customers, dealers, brand partners, and other business partners, while demonstrating professionalism and excellent customer service.

• Maintain team SharePoint sites, business records, contact information, distribution lists, files, and other administrative systems.

• Coordinate and maintain appropriate brand partner, dealer, customer, and VFS employee contact and distribution lists.

• Process invoices, expense reports, mail, office supplies, printed materials, and other administrative activities.

• Provide backup support for compliance administrative activities, training records, and other business processes as assigned.

• Provide backup support to other VFS Executive Assistants as needed to ensure continuity of executive support.

• Handle sensitive, proprietary, and confidential business information with tact, diplomacy, integrity, and strict discretion.

• Identify opportunities to improve administrative processes, communication, coordination, and overall team effectiveness.

• Perform other business support, project coordination, and administrative responsibilities as required.

Who are you?

Education and Experience

• Bachelor’s degree, associate degree, professional certification, or equivalent combination of education and relevant professional experience preferred.

• Experience providing administrative and business support to Vice Presidents, executives, senior leaders, or leadership teams within a corporate environment.

• Experience working in financial services, captive finance, automotive, commercial finance, banking, sales, marketing, or another complex business environment is preferred.

• Demonstrated experience coordinating projects, initiatives, or cross-functional activities, including managing timelines, deliverables, action items, and stakeholder follow-up.

• Demonstrated experience managing complex calendars, executive meetings, travel arrangements, multiple priorities, and confidential information.

• Experience preparing executive-level presentations, reports, meeting materials, correspondence, and other business communications.

• Advanced proficiency in Microsoft Office 365, including Outlook, PowerPoint, Word, Excel, Teams, and SharePoint.

Skills and Capabilities

• Possesses a broad knowledge of organizational operations, policies, processes, culture, and problem-solving practices, with the ability to effectively navigate a complex organization.

• Strong organizational and project management skills with the ability to manage multiple priorities, deadlines, and deliverables simultaneously.

• Excellent interpersonal, verbal, and written communication skills with the ability to interact effectively with Vice Presidents, senior leaders, employees, customers, dealers, brand partners, and other internal and external stakeholders.

• Demonstrated ability to anticipate executive and business needs, identify potential issues, and take appropriate action with limited direction.

• Strong business acumen and the ability to understand organizational priorities and how individual activities support broader business objectives.

• Flexible and adaptable, with the ability to respond effectively to changing priorities, deadlines, and business needs.

• Demonstrated initiative, sound judgment, problem-solving ability, and strong follow-through.

• Exceptional attention to detail and commitment to accuracy and quality.

• Ability to organize and prioritize work effectively while managing multiple assignments in a demanding, fast-paced business environment.

• Demonstrated professionalism, integrity, discretion, and a customer-focused mindset.

• Ability to build productive working relationships across functions, levels, and geographic locations.

• Ability to work independently while collaborating effectively as part of a broader executive administrative and business support team.

Ready for the next move?

If you want to make a real impact in your career, Volvo Financial Services is where you want to be. We look forward to meeting you.