Executive Assistant, SVP/Head of Architecture

Join us on our transformation journey to the digital future
At Volvo Group Digital & IT, we have a clear ambition to enable value creation at scale for the Volvo Group. With a new product centric operating model and digital technologies, we will produce digital offerings that are profitable, scalable, and differentiated. With Volvo Group Digital & IT, you will be part of a global and diverse team of highly skilled professionals, who learn continuously and embrace change to stay ahead. We have a very important role to play in reaching the Volvo Group ambitions for 2030. Do you want to be part of our transformation journey towards becoming the digital capability of the Group?


Position Description
Executive Assistant, SVP/Head of Architecture
Executive Assistant, SVP/Head of Enterprise IT Security


Volvo Group Digital & IT is looking for an experienced Executive Assistant to support the SVP/Head of Architecture and SVP/Head of Enterprise IT Security.
The new Architecture organization is designed to manage the Architecture transformation that is currently being initiated and is a North Star Architecture centric organization.
The new Enterprise IT Security organization will have a strong focus on establish operational cyber resilience and security by implementing the control framework and ensuring compliance to it (day-to-day risk management and execution) and to ensure all digital development and systems meet IT Security requirements via processes, measures and monitoring. This organization will also drive the IT Security architecture governance and facilitate an IT security experience and competence network.


About the position
The role has the responsibility to assist, support and be the sounding board to the SVP Architecture and SVP Enterprise IT Security with administrative tasks, as well as coordinate and drive own projects. You will play an important role in the start-up and building of these new functions and making it run efficiently.
You report to SVP Architecture and is part of the Architecture management team as well as the Enterprise IT Security mgmt. team. 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 super user for handling and approving invoices in SAP related to operations and make sure purchase orders are placed in our order systems EBD and Fieldglass
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.
Digitally savvy and interested in smarter and better ways to work
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!


Are you curious about this position?
Please, contact Johanna Zachrisson, Executive Assistant to EVP Volvo Group Digital & IT at +46 739 029732 who is supporting me in this recruitment.