Executive Administrative Assistant

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.

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.

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.

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.

• 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.

• Associate’s degree in a business-related field preferred;
  High School diploma or equivalent required.
• 7+ years of professional administrative experience.
• 3+…