Management Assistant

Management Assistant to Head of Crisis & Risk Management


Are you a curious changemaker who thrives in a fast-paced, global, and complex environment? Does the opportunity to make an impact excite you, and are you looking for a career where you grow and learn every day? At Volvo Group Purchasing we shape the world we want to live in, by leveraging our ecosystem of supply network partners to drive prosperity.
Innovation, sustainability, diversity, competitiveness, resiliency, new business models, and digitalization are all key drivers in how we select partners, partners that have the same value based and people centric view of the world as we do here at Volvo Group.
Together we deliver business value to our customers and the Volvo Group.
We are looking for talent with passion, commitment and big ideas who want to make a difference. Sounds like you? Join our team!


Resilient Supply Network & Project Management (RSN/PM) is a global organization within GTP with a holistic responsibility over the Product Project portfolio, Volume & Supplier Capacity Planning, Supply Partner Development and Crisis Management. We deliver customer value via end-to-end product evolution ownership & resilient supply network, and we enable the best Performance & Customer Success outcomes while fully coordinated with GTT and GTO and Volvo Brands within efficient governance structure. We have a data-based proactive supply network management as well as a strong reactive capability – driving industry leading performance. We use digitalization to Monitor & Develop our suppliers into Trusted Partners, leading to full transparency and proactive visibility of risks during end-to-end processes.


Resilient Supply Network & Project Management (RSN/PM) Europe being the Strategic steering line for all RSN/PM purchasing activities within GTP, we organize a strong collaboration within RSN/PM purchasing teams spread across different sites/regions, and we are also the operational line responsible for RSN/PM Europe business all along specific process steps and areas. The team is responsible to drive end-to-end Purchasing activities whilst securing QDCF-TSR (Quality, Delivery, Cost, Feature, Technology, Sustainability and Risk Management) targets.


Mission


As Management Assistant to both Head of Crisis & Risk Management & Vehicle Project Management, you will have the responsibility to provide high qualitative support in a proactive manner.


In this role you need to be able to work both independently and take your own initiatives as well as in close cooperation with others. It is important to be proactive and to solve management administration key issues. You will have the opportunity of working in a global environment and position involves substantial international and local contacts.


Main activities and responsibilities:
Be a member in the Crisis & Risk and Vehicle Project Purchasing team(s) with responsibility for the agenda, material, minutes, and arrangement for meetings
Coordinate joint deliverables such as KPIs & PIs
Review and prepare presentations and reports
Plan and coordinate activities to secure repetitive deliverables such as KPIs and PIs
Mange the Head of Crisis & Risk and Vehicle Project Purchasing calendar and travel arrangements including effectivly prioritizing the most sensitive matters
Plan and coordinate internal and external meetings
Organize workspaces and team places for efficient ways of working. Find common solutions for a global team
Process administrative tasks such as travel expenses, orders creation and Invoice management
Maintaining comprehensive and accurate records
Facilitate internal communication (e.g., distribute information and schedule presentations)
Provide Assistance such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
Member of the GTP Assistant network where you will be expected to drive, contribute and be able to influence others to make things happen
Work in accordance with the Volvo processes, the Code of Conduct, and the Volvo Values.



Qualifications:
Experienced global management assistant with advanced skills in writing English
Engaging management assistant that has successfully navigated a global team in supporting meeting request in preferred locations and time zone.
Experienced communication skills to assist with communications/ act as liaison with GTP Communications team and participate in the communications network
Time management ability to meet deadlines independently and adapt to changing circumstances
Coordination of complex schedules, events and agenda planning for internal and external meetings
Ability to organize, structure and prioritize a wide range of tasks in an efficient way
Experiance acting as the point of contact between Heads of and employees and or suppliers
Have an energizing proactive approach and self direction
Expert level in up to date and efficient IT tools and working methods (agendas, minutes, logs, storing of material)
Experience of data management
Problem-solving and decision making
Experience exercising discretion and confidentiality with sensitive company information
Familiar with invoice handling and other basic tools used by Volvo
Knowledge of the Volvo organization

Reporting To: Head of Crisis & Risk Management
Location: Gothenburg


For further information please contact:
Jacki Sheley, Head of Crisis & Risk Management
Phone: +1 717 4223352
E-mail: jacki.sheley@volvo.com