Executive Assistant

Volvo Group • Warwick, RI

3d

About The Position

Volvo Bus UK & Ireland is seeking an experienced Executive Assistant to work closely with the Managing Director and support the wider Executive Team. The role coordinates leadership priorities, information, meetings and actions across the business, helping ensure leaders’ time and commitments are aligned with business priorities. The position is based in Warwick and involves some UK-wide travel.

Requirements

• Previous experience providing executive support within a large or complex organisation.
• Experience managing multiple executive diaries, coordinating meetings and arranging travel.
• Ability to balance competing demands while keeping wider business priorities in view.
• Ability to anticipate upcoming needs, identify potential issues and take action independently.
• Confident communication skills and the ability to build strong working relationships.
• Comfort dealing with stakeholders at all levels, internally and externally.
• Excellent written English and the ability to produce and refine presentations, reports and business communications to an executive standard.
• Discretion when handling confidential information, with sound judgement to manage priorities, control access to senior leaders and recognise when matters should be escalated.
• Experience coordinating business events, visitor logistics and professional welcomes.
• Strong digital skills across Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Interest in using AI and new technology to improve processes and create efficiencies.

Responsibilities

• Manage the Managing Director’s diary and coordinate diaries for the wider Executive Team, aligning commitments with business priorities.
• Coordinate Executive Team meetings, including agendas, briefing materials, minutes and action follow-up.
• Serve as a first point of contact for internal and external stakeholders, managing enquiries and correspondence.
• Prepare and quality-assure executive documentation, including board packs, business reviews, presentations and internal communications.
• Arrange domestic and international travel for the Managing Director and Executive Team, considering efficiency, cost, risk awareness and company policy.
• Maintain structured, compliant and confidential digital and physical filing systems in line with Volvo Group standards.
• Coordinate Volvo Bus events and leadership sessions, including logistics, suppliers and visitor arrangements.
• Identify opportunities to improve administrative processes using digital tools and AI.

Benefits

• Matched pension scheme of up to 7% of salary, with incremental benefits based on length of service, including death-in-service cover.
• Salary sacrifice car scheme available after successful completion of probation.
• Access to Bupa cover and dental insurance.
• Employee Assistance Programme with wellness, mindfulness and counselling services.
• 25 days of annual leave plus bank holidays, increasing with length of service, with the option to buy up to 5 additional days.
• Shopping and lifestyle discounts, including shopping vouchers, cinema tickets, holidays and travel.
• Access to an on-site gym and savings through MyGymDiscounts and MyActiveDiscounts.
• Maternity leave of 6 months at full pay and 6 months at half pay.
• Five weeks of paternity leave, with three weeks flexible to take at any point within two years.
• Annual company bonus of 5%.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed