Administrative Assistant II

About the role

Transport is at the core of modern society. Imagine using your expertise to shape sustainable transport and infrastructure solutions for the future. This role provides a wide variety of administrative support to the Department Manager, including maintaining department filing systems, creating and maintaining reports, and handling sensitive and/or confidential correspondence and information. You’ll work with next-gen technologies and collaborative teams to make a difference on a global scale.

This role requires strong multitasking skills, the ability to meet critical timelines, and the capability to deliver high-quality work while maintaining the highest levels of confidentiality, ethics, and professionalism.

Responsibilities

• Perform daily administrative duties for the department, including filing, document and spreadsheet creation, report development, data entry, and communication with internal and external stakeholders.
• Provide telephone coverage and respond to inquiries as needed.
• Manage and maintain calendars for managers and supervisors, including scheduling internal and external meetings, appointments, and conference calls.
• Coordinate travel arrangements and itineraries and compile supporting documents for travel-related meetings.
• Complete and submit expense reports.
• Serve as liaison for office supply ordering and inventory management:
  • Monitoring inventory levels
  • Anticipating supply needs
  • Placing and expediting orders
  • Verifying receipt of supplies
• Assist with special projects, day-to-day administrative tasks, material distribution, and preparation of meeting materials and copies.
• Support the onboarding and setup of new employees.
• Manage multiple projects simultaneously in an efficient manner.
• Collaborate and coordinate with other administrative assistants regarding best practices and administrative processes.
• Organize department programs and events, including catering, invitations, and overall event coordination.
• Process orders for required supplies and materials through the EBD system from initiation through completion.
• Create agendas, presentations, and internal/external communications.
• Record and transcribe meeting minutes as required.
• Maintain departmental document control procedures and records.
• Manage manual and electronic files for information input, storage, retrieval, and editing.
• Support general office management activities.
• Conduct research and compile statistical reports.

Requirements

• High school diploma or GED required; Associate's degree preferred
• 3-5 years of administrative assistant, executive assistant, or office support experience
• Strong Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
• Calendar management and meeting coordination experience
• Experience preparing reports, presentations, and correspondence
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Ability to handle confidential information with discretion
• Experience with travel arrangements and expense reporting
• Data entry and record management experience

Preferred Qualifications

• Experience supporting managers or leadership teams in a manufacturing or operations environment
• Event planning and coordination experience
• Experience with purchasing/procurement systems (such as Volvo's EBD system)
• Ability to work independently with minimal supervision

Benefits

• Competitive medical, dental and vision insurance
• Generous paid time off
• Competitive matching retirement savings plans
• Working environment where your safety, health and wellbeing come first
• Focus on professional and personal development through Volvo Group University
• Programs that make combining work and personal life easier

Pay

The base pay for this position is set at $55,228 annually. Where applicable, the role is bonus eligible. The range for this role, as well as the final salary offered, is determined by several factors including, but not limited to, geographic location, work-related knowledge, certifications, skills, education, and experience. In addition to these factors, we consider internal equity of our current team members as part of any final offer.