Executive Assistant for Head of Architecture

Job description

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport 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. 

Position Description

Volvo Group Digital & IT is looking for an experienced Executive Assistant to support the SVP/Head of Enterprise Architecture and SVP/Head of Legal & Compliance.

 

The Enterprise Architecture organization is designed to manage the Enterprise Architecture transformation that is currently being initiated and is a North Star Architecture centric organization.

 

The Legal & Compliance organization will have a strong focus on supporting Volvo in its digitalization and become more data driven as a company.

 

About the position

 

The role has the responsibility to assist, support and be the sounding board to the SVP Enterprise Architecture and SVP Legal & Compliance with administrative tasks, as well as coordinate and drive own projects. You will play an important role in making those functions run efficiently. 

 

You report to SVP Enterprise Architecture and is part of the Enterprise Architecture management. In addition to being part of the management teams you will also be part of the Volvo Group Digital & IT Executive Committee of Assistants. Here you will team up to keep communication and knowledge sharing among the Executive assistants in Volvo Group Digital & IT.

This is the role:

·  Responsibilities for this position include a proactive ownership of a busy executive calendar, ability to coordinate complex meetings and projects by working directly with key stakeholders and compiling and organizing high volumes of information. Proven ability to plan ahead and manage time effectively is needed for this position.Managing the SVP´s inbox, ensuring all duties are completed in a prioritized and organized way. 
·  You will be responsible for supporting the SVP with various kinds of documents and presentations. With reading, researching, and routing correspondence; drafting letters and documents, collecting, and analysing information.
·  Support and follow up plans and activities 
·  Drive and coordinate projects and programs related to business operations
·  Coordinate and assist in the SVP´s management team meetings. You will be responsible for planning the agenda, taking minutes and follow-up on actions and decisions decided in the meetings
·  Travel administration & expenses reports
·  Administration of purchase orders, invoices, and other expenses. You will be responsible for handling and approving invoices in SAP related to operations and make sure purchase orders are placed in our order systems EBD and Fieldglass and coordinate with suppliers when necessary
·  Manage Legal Contract Management System (and physical)
·  Assist overseas visitors 
·  Actively participate in the EA network within Volvo Group Digital & IT

Who are you?

 

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

 

·  Extensive experience of working as an assistant on a senior executive level 
·  A good listener with high integrity; transmitting information accurately and understandably and actively seeking feedback. Also good at handling highly confidential information and protecting the privacy of this information. 
·  Flexible; you enjoy performing a wide range of tasks, responding to changes in direction and priorities and accepting new challenges, responsibilities, and assignments. With that said you should be self-dependent in the absence of specific instructions or requirements, taking reasonable risks of achieve results and preserving when challenged. 
·  You have a strong business acumen and a clear customer centric mindset and experienced in handling a wide range of administrative and executive support
·  You have an agile and representative business, customer and people focus in your professional behaviour towards both internal and external influential stakeholders
·  You have a good attention to details and a high level of professionalism; you deal directly and forthrightly with people and problems; you are persistent to get the job done. 
·  Good at planning and organizing; you anticipate and draw inferences about the future and structure resources and actions in a logical manner by taking the lead and accepting responsibility for actions, costs, and results. 
·  You are an individual who actively strives 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, Skype, SAP/R3, EBD 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.

If this sounds interesting, we hope to hear more from you!

Last day to apply is 22nd September, 2024.
 

 

Are you curious about this position?

 

Please, contact Paulina Ziembinska- Head of People & Culture PL and Architecture - paulina.ziembinska@volvo.com

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

 

Who we are and what we believe in 
Our focus on Inclusion, Diversity, and Equity allows each of us the opportunity to bring our full authentic self to work and thrive by providing a safe and supportive environment, free of harassment and discrimination. We are committed to removing the barriers to entry, which is why we ask that even if you feel you may not meet every qualification on the job description, please apply and let us decide.

 

Applying to this job offers you the opportunity to join Volvo Group . Every day, across the globe, our trucks, buses, engines, construction equipment, financial services, and solutions make modern life possible. We are almost 100,000 people empowered to shape the future landscape of efficient, safe and sustainable transport solutions. Fulfilling our mission creates countless career opportunities for talents with sharp minds and passion across the group’s leading brands and entities.

 

Group Digital & IT is the hub for digital development within Volvo Group. Imagine yourself working with cutting-edge technologies in a global team, represented in more than 30 countries. We are dedicated to leading the way of tomorrow’s transport solutions, guided by a strong customer mindset and high level of curiosity, both as individuals and as a team. Here, you will thrive in your career in an environment where your voice is heard and your ideas matter.

Job Category:  Administrative & Business Support

Organization:  Group Digital & IT

Travel Required:  Occasional Travel

Requisition ID:  13412