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Executive Assistant
NJ - Rockleigh
Opportunity Snapshot
For the poised and proactive administrative professional, this is your opportunity be at "the heart of the action," supporting high-performing executives at a Swedish automaker with an 80-year legacy of vehicle safety and reliability!
As Executive Assistant, you will support the President/CEO and EVP of Sales & Marketing. With an abundance of organization and razor-sharp attention to details, you'll not only handle the day-to-day administrative details, but also be able to grasp the big picture impact of your activities. In particular, you'll exude the right balance of "high polish and common touch" as you adopt a public relations approach to managing communications between the President/CEO and culturally diverse stakeholders and provide accessibility to the right people.
Volvo Cars of North America (VCNA) is a subsidiary of Volvo Car Corporation of Gothenburg, Sweden. VCNA provides marketing, sales, parts, service, technology and training support to Volvo automobile retailers in the United States, and oversees Volvo operations in Canada and Mexico. Our work with safety has echoed around the world and the global tagline, "Volvo for life" distinctly captures the essence of our mission statement: "to create the safest and most exciting car experience for modern families".
What You'll Bring to the Table
- Bachelor's degree or equivalent combination of education & experience.
- Minimum 7 years of experience supporting multiple senior executives, including:
- Experience with high volume travel (both national & international) arrangements.
- Strong calendaring experience.
- Ability to take notes quickly and accurately.
- Excellent interpersonal & communication skills.
- Strong organization and time management abilities.
- Understanding of accounting requirements and procedures
- Computer & Internet savvy with proficiency in MS Office suite, including Outlook, Word, Excel and PowerPoint; must be able to develop, synthesize and integrate large presentations.
- A high energy level and the ability to keep up with hard-charging executives in a fast-paced environment.
- Ability to travel (around 10%).
- Automotive industry background is a plus.
- Experience with digital communications, such as Web casts, is a plus.
What's in It for You
- Ability to make an impact in an exciting industry -- you'll be part of a fun, exciting industry that evokes tremendous passion among consumers and you will contribute to the success of two of our key executives and, by extension, to the success of the entire organization.
- Visibility -- your ability to organize things in your sleep, being fearless to taking on new challenges and a willingness to learn new skills will be recognized at all levels.
- Career development -- "medarbetarskap" is a uniquely Swedish word that means we all take responsibility for the good of the Company -- it's the power of "we". We focus on confidence, development and relationships. Learning and development are at the forefront of our daily environment and you can count on "stretching your administrative muscles". Moreover, depending on your aspirations and skill sets, you can either explore other career paths throughout our organization or keep administration as your niche.
- Great environment -- we've stayed true to our Swedish culture where people can air their opinions and feel like they can truly make a difference; you'll enjoy an energetic and open environment peopled by results-oriented professionals with the intellect to achieve results and the humor to enjoy the process.
- Community uutreach -- we remain committed to the "Volvo for life" awards program that recognizes every day heroes whose selfless actions most exemplify our core values of safety, quality of life and the environment and are actively engaged in other socially responsible activities in the US and around the world.
- Excellent compensation -- in addition to a competitive salary, we offer a generous benefits package that includes medical/dental/vision coverage; 401(k) plan with company match; holidays; and more.
More About Your Role
If you're a good fit for this position, you already know most of what this job entails. However, to be sure we're providing a complete picture, here are some details.
Reporting to the President/CEO, you will play a pivotal role in keeping our company moving smoothly. We are currently in the midst of relocating our corporate headquarters from California to New Jersey and for the next 4-5 months, your key challenges will revolve around providing bi-coastal administrative support to staff in various stages of the relocation. You'll be comfortable with ambiguity and efficiently bring order to chaos as you stay on top of time zone changes and support this major transition.
Your day-to-day activities will shift according to our priorities, but in general, your responsibilities are to:
- Provide day-to-day administrative oversight for the executive offices, which includes managing the calendars, scheduling meetings or events, providing appropriate materials, and prioritizing conflicting demands on the schedule.
- Make travel arrangements, both domestic and international, working with the travel agency and complying with guidelines of the organization; process all management international travel requests.
- Maintain executive management e-mail inbox, read e-mails, prioritize and distribute for handling with minimal supervision/guidance; develop and maintain efficient logging and filing systems.
- Coordinate and /or prepare input for various presentations and speeches working with respective content stakeholders as needed.
- Schedule executive meetings, coordinate meeting agendas and serve as the recorder of minutes; distribute output as appropriate.
- Answer all incoming calls and make outgoing calls as needed; ensure continuous coverage during business hours through coordination with other administrative staff.
- Manage and prioritize office correspondence, including routine responses on behalf of executive management (acknowledgements, letters, etc.)
- Serve as a Company representative to customers and collaborate with Customer Relations and the field to appropriately route customer requests/concerns.
- Produce and submit outgoing expense reports; reconcile charges on corporate credit card statement; review and code departmental invoices.
- Coordinate with the management team to ensure efficient, timely deliverables on projects and other initiatives as required by the President.
Keys to Success
We live in the Information Age where the average executive is deluged with copious amounts of information and pivotal to your success in this role is your ability to skillfully bring the most important matters to the President's attention, handle conflicting priorities, and know when to push back and when to respond with urgency. Detail management and planning are equally important and you'll ensure that each day flows smoothly for the executives you support. Other key attributes that will aid your success in this role include:
- Interpersonal savvy -- you will be the "face" of the organization as you build relationships with a broad range of high-performing executives; you'll be adept at dealing with the inherent sensitivities of confidential information and showcase the professional maturity and judgment to know what can be shared with the team and what needs to be kept under wraps.
- Forward-thinking -- you'll anticipate what the executives need before they even realize they need it; your thorough understanding of their priorities (and their daily calendars) will help you to head off conflicts.
- Flexibility -- this is a multi-functional role and you'll be able to "wear many hats" to get the job done right and remain flexible as priorities, travel plans, dates, times, or just about anything else changes. While you'll enjoy normal working hours for the most part, you will be accessible to the executives as they travel in different time zones as needed.
- Grace under pressure -- the fast pace and fluid nature of our office demands a cool head, sense of humor and the poise of a true professional; you'll consistently maintain a positive demeanor even when dealing with the most irate customers.
If this sounds like the right mix of challenge and opportunity for you, and you meet the minimum qualifications, we want to hear from you now!
Who We Are
Volvo Cars of North America, LLC. (VCNA) is a subsidiary of Volvo Car Corporation, a Swedish luxury automobile maker founded in 1927 in the city of Gothenburg in Sweden. We are currently owned by Ford Motor Company.
Volvo cars have always evoked a reputation for solidity and reliability and we produce models ranging from SUVs, wagons, and sedans to compact executive sedans and coupes.
With 2,500 dealerships worldwide in 100 markets, 60 percent of sales come from Europe, 30 percent from North America, and the other 10 percent is from the rest of the world. For more information, please visit www.volvocars.com
Opportunity Snapshot
For the poised and proactive administrative professional, this is your opportunity be at "the heart of the action," supporting high-performing executives at a Swedish automaker with an 80-year legacy of vehicle safety and reliability!
As Executive Assistant, you will support the President/CEO and EVP of Sales & Marketing. With an abundance of organization and razor-sharp attention to details, you'll not only handle the day-to-day administrative details, but also be able to grasp the big picture impact of your activities. In particular, you'll exude the right balance of "high polish and common touch" as you adopt a public relations approach to managing communications between the President/CEO and culturally diverse stakeholders and provide accessibility to the right people.
Volvo Cars of North America (VCNA) is a subsidiary of Volvo Car Corporation of Gothenburg, Sweden. VCNA provides marketing, sales, parts, service, technology and training support to Volvo automobile retailers in the United States, and oversees Volvo operations in Canada and Mexico. Our work with safety has echoed around the world and the global tagline, "Volvo for life" distinctly captures the essence of our mission statement: "to create the safest and most exciting car experience for modern families".
What You'll Bring to the Table
- Bachelor's degree or equivalent combination of education & experience.
- Minimum 7 years of experience supporting multiple senior executives, including:
- Experience with high volume travel (both national & international) arrangements.
- Strong calendaring experience.
- Ability to take notes quickly and accurately.
- Excellent interpersonal & communication skills.
- Strong organization and time management abilities.
- Understanding of accounting requirements and procedures
- Computer & Internet savvy with proficiency in MS Office suite, including Outlook, Word, Excel and PowerPoint; must be able to develop, synthesize and integrate large presentations.
- A high energy level and the ability to keep up with hard-charging executives in a fast-paced environment.
- Ability to travel (around 10%).
- Automotive industry background is a plus.
- Experience with digital communications, such as Web casts, is a plus.
What's in It for You
- Ability to make an impact in an exciting industry -- you'll be part of a fun, exciting industry that evokes tremendous passion among consumers and you will contribute to the success of two of our key executives and, by extension, to the success of the entire organization.
- Visibility -- your ability to organize things in your sleep, being fearless to taking on new challenges and a willingness to learn new skills will be recognized at all levels.
- Career development -- "medarbetarskap" is a uniquely Swedish word that means we all take responsibility for the good of the Company -- it's the power of "we". We focus on confidence, development and relationships. Learning and development are at the forefront of our daily environment and you can count on "stretching your administrative muscles". Moreover, depending on your aspirations and skill sets, you can either explore other career paths throughout our organization or keep administration as your niche.
- Great environment -- we've stayed true to our Swedish culture where people can air their opinions and feel like they can truly make a difference; you'll enjoy an energetic and open environment peopled by results-oriented professionals with the intellect to achieve results and the humor to enjoy the process.
- Community uutreach -- we remain committed to the "Volvo for life" awards program that recognizes every day heroes whose selfless actions most exemplify our core values of safety, quality of life and the environment and are actively engaged in other socially responsible activities in the US and around the world.
- Excellent compensation -- in addition to a competitive salary, we offer a generous benefits package that includes medical/dental/vision coverage; 401(k) plan with company match; holidays; and more.
More About Your Role
If you're a good fit for this position, you already know most of what this job entails. However, to be sure we're providing a complete picture, here are some details.
Reporting to the President/CEO, you will play a pivotal role in keeping our company moving smoothly. We are currently in the midst of relocating our corporate headquarters from California to New Jersey and for the next 4-5 months, your key challenges will revolve around providing bi-coastal administrative support to staff in various stages of the relocation. You'll be comfortable with ambiguity and efficiently bring order to chaos as you stay on top of time zone changes and support this major transition.
Your day-to-day activities will shift according to our priorities, but in general, your responsibilities are to:
- Provide day-to-day administrative oversight for the executive offices, which includes managing the calendars, scheduling meetings or events, providing appropriate materials, and prioritizing conflicting demands on the schedule.
- Make travel arrangements, both domestic and international, working with the travel agency and complying with guidelines of the organization; process all management international travel requests.
- Maintain executive management e-mail inbox, read e-mails, prioritize and distribute for handling with minimal supervision/guidance; develop and maintain efficient logging and filing systems.
- Coordinate and /or prepare input for various presentations and speeches working with respective content stakeholders as needed.
- Schedule executive meetings, coordinate meeting agendas and serve as the recorder of minutes; distribute output as appropriate.
- Answer all incoming calls and make outgoing calls as needed; ensure continuous coverage during business hours through coordination with other administrative staff.
- Manage and prioritize office correspondence, including routine responses on behalf of executive management (acknowledgements, letters, etc.)
- Serve as a Company representative to customers and collaborate with Customer Relations and the field to appropriately route customer requests/concerns.
- Produce and submit outgoing expense reports; reconcile charges on corporate credit card statement; review and code departmental invoices.
- Coordinate with the management team to ensure efficient, timely deliverables on projects and other initiatives as required by the President.
Keys to Success
We live in the Information Age where the average executive is deluged with copious amounts of information and pivotal to your success in this role is your ability to skillfully bring the most important matters to the President's attention, handle conflicting priorities, and know when to push back and when to respond with urgency. Detail management and planning are equally important and you'll ensure that each day flows smoothly for the executives you support. Other key attributes that will aid your success in this role include:
- Interpersonal savvy -- you will be the "face" of the organization as you build relationships with a broad range of high-performing executives; you'll be adept at dealing with the inherent sensitivities of confidential information and showcase the professional maturity and judgment to know what can be shared with the team and what needs to be kept under wraps.
- Forward-thinking -- you'll anticipate what the executives need before they even realize they need it; your thorough understanding of their priorities (and their daily calendars) will help you to head off conflicts.
- Flexibility -- this is a multi-functional role and you'll be able to "wear many hats" to get the job done right and remain flexible as priorities, travel plans, dates, times, or just about anything else changes. While you'll enjoy normal working hours for the most part, you will be accessible to the executives as they travel in different time zones as needed.
- Grace under pressure -- the fast pace and fluid nature of our office demands a cool head, sense of humor and the poise of a true professional; you'll consistently maintain a positive demeanor even when dealing with the most irate customers.
If this sounds like the right mix of challenge and opportunity for you, and you meet the minimum qualifications, we want to hear from you now!
Who We Are
Volvo Cars of North America, LLC. (VCNA) is a subsidiary of Volvo Car Corporation, a Swedish luxury automobile maker founded in 1927 in the city of Gothenburg in Sweden. We are currently owned by Ford Motor Company.
Volvo cars have always evoked a reputation for solidity and reliability and we produce models ranging from SUVs, wagons, and sedans to compact executive sedans and coupes.
With 2,500 dealerships worldwide in 100 markets, 60 percent of sales come from Europe, 30 percent from North America, and the other 10 percent is from the rest of the world. For more information, please visit www.volvocars.com
