Executive Assistant

Assistant to Purchasing Vice Presidents in IPS - Sweden

About us
Are you engaged in your work, professional in everything you do and prepared to go that extra mile? If yes – then the Volvo Group Trucks Purchasing (GTP) is the right place for you. GTP provides competitive advantages to the Volvo Group by selecting high performing suppliers to deliver the best possible products & services with the right quality output that add real business value for our customers.
GTP is located in 52 sites around the world, has 1 400 employees and a yearly spend of 120 BSEK. We are a global team working with pride, breaking new grounds and capturing the latest innovations as well as supporting the brands and safeguarding Volvo Group synergies. We work together with speed and agility, in close collaboration with our suppliers and internal stakeholders.
We like to work hard, have fun and we are committed to both our customers and the Volvo Group success. You will work with a high performing team aiming at world-class Purchasing – do you have what it takes?


We are looking for a Management Assistant to the IPS Vice Presidents located in Gothenburg, Sweden.

The right candidate have an open and positive attitude, is flexible and like to work in a high pace environment. The candidate will work proactively, independently and should have the ability to work on your own initiative, thinking one step ahead. The job requires good networking; therefore great ability to communicate, orally and verbally, and to work with people on different levels and in different areas is essential. It is also requiring a good knowledge and interest in working in different systems and tools as share points, teams, notes etc.

To be successful in this position you need to have a high level of integrity and ethics, dedication, commitment, loyalty and sound judgment. You will also need to be proactive and experienced in handling a wide range of executive and administrative support. Finally, you must be exceedingly well organized and flexible.

Main activities & Responsibility:
Support the Vice Presidents with travel, business and general administration such as coordinating/call for meetings, manage services supplies through EBD, coordinate recruitments and on boarding of newcomers.
Be a member of selected Management Teams, manage meetings and conferences: agenda proposal, minutes of meetings and follow up, satisfaction survey
Responsible for the department’s administrative routines as well as administrate purchasing SharePoints, Teams and email distribution lists
Continuously improve administrative routines, contribute to best practices sharing, suggest new ways of working
Responsible for the information flow within the department including team building event and contribute to a good teamwork. Contribute to the wellbeing and good atmosphere of the local teams
Be a key contributor/leader in using communication channels to communicate about teams activities
Network and communicate with stakeholders
Be an active member of the local/ global assistant network
Coordinate activities with the other assistants in Gothenburg
Office manager of ARX office building



Qualifications:
You have an international approach/interest and a global mindset with advanced skills in English
You have good administration and communication skills, are service-minded and flexible, have the ability to co-operate and to work cross-functionally and to handle sensitive and confidential information with great personal integrity
Ability to take ownership of the tasks and are able to organize, structure and prioritize a wide range of issues in an effective way
Team player and self-starter, with the ability to take initiative and actively participate to teams ambitions
Ability to think and plan ahead and anticipate needs before they arise
Excellent in communication and we highly appreciate a positive attitude & mindset
Excellent interpersonal & networking skills
Knowledge about the Volvo organization and administrative routines is an advantage



For more information please contact:


Kenneth Dahlgren, Vice president IPS Professional Services & Travel +46 76 5538385
or
Annika Winberg, Vice President IPS IT & Communication +46 73 9026940