Executive Administrative Assistant

You want to make a difference. So do we.

Volvo Cars is on an exciting journey, redefining the automotive experience by innovating to make people’s lives less complicated. We offer you a once-in-a-lifetime chance to be part of making an impact in a company with unique opportunities to grow and make a true difference.

Executive Administrative Assistant  

Volvo Car Americas 

Mahwah, NJ

What We Are Looking For

• We are looking for a responsible Executive Administrative Assistant to support our management team in a timely and professional manner. You will provide high-quality administrative and clerical assistance to top-level executives 

A day in the life

• Main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant and is familiar with office management technologies. 

• Ultimately, you should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly. 

Responsibilities

• Coordinate daily calendars of senior managers 

• Plan appointments and events 

• Act as the point of contact between executives and employees/clients 

• Create regular reports and update internal databases 

• Make travel arrangements 

• Manage phone calls and emails 

• Respond promptly to managers’ queries 

• Facilitate internal communication (e.g. distribute information and schedule presentations) 

• Suggest more efficient ways to run the office and troubleshoot malfunctions 

• Review and recommend changes to our company policies 

Requirements

• Proven work experience as an Executive Assistant, Executive Administrative Assistant or similar role 

• Knowledge of office procedures 

• Solid experience with office management systems, ERPs and MS Office 

• Familiarity with online calendars and cloud systems 

• Experience using office equipment, including printers and fax machines 

• Strong communication skills (via phone, email and in-person) 

• Experience exercising discretion and confidentiality with sensitive company information 

• Excellent organizational skills with an ability to think proactively and prioritize work 

• High school degree; additional qualifications as Personal Assistant or Secretary are a plus 

Who are we?

Everything we do starts with people. Our purpose is to provide freedom to move, in a personal, sustainable and safe way. We are committed to simplifying our customers’ lives by offering better technology solutions that improve their impact on the world and bringing the most advanced mobility innovations to protect them, their loved ones and the people around them. 

Volvo Cars’ continued success is the result of a collaborative, diverse, and inclusive working environment. The people of Volvo Cars are committed to making a difference in our world. Today, we are one of the most well-known and respected car brands, with over 40,000 employees across the globe. We believe in bringing out the best in each other and harnessing the true power of people. At Volvo Cars your career is designed around your talents and aspirations so you can reach your full potential. Join us on a journey of a lifetime as we create safety, autonomous driving and electrification technologies of tomorrow.