Business Support, Tech Hub Singapore

Software: fuel for mobility

We bring bold digital visions to life. So we’re on the lookout for more curious and creative engineers who want to create change – one line of high-quality code at a time. Our transformation isn't for everyone, but if you're excited about solving the leading-edge technological challenges facing the auto industry, then let’s talk about your next move.

We're leading. Will you? At Volvo Cars, we are always looking for world-class leaders who bring out the best in our people. If you want to be part of leading and inspiring our mission to change the automotive experience and make people’s lives less complicated, then we have the job for you.

Everything we do starts with people. Our human-centric focus is what makes us different from all other car companies, and it’s at the heart of everything we create. If you want to join us in our mission to make people’s lives less complicated, we offer you a chance to grow together with talented people who want to make a true difference.

The Purpose for The Position

The Business Support will provide personalized secretarial and administrative support to senior executives, ensuring the efficient operation of Tech Hub Singapore. The ideal candidate will have excellent organizational skills, a keen attention to detail, and the ability to manage multiple priorities. This position requires discretion, professionalism, and the ability to work in a fast-paced environment.

What You'll Do

• Calendar Management: Manage and maintain the executive’s schedule, including meetings, appointments, and travel arrangements.
• Communication: Act as the primary point of contact between the executive and internal/external stakeholders. Handle all communication, including emails, calls, and written correspondence.
• Travel Coordination: Organize and coordinate travel plans, including flights, accommodations, transportation, and itineraries for the executive and, on occasion, their team.
• Meeting Support: Prepare meeting agendas, take minutes, and ensure follow-up on action items. Set up meetings, including teleconferences and video calls.
• Document Management: Draft, review, and manage reports, presentations, and other important documents. Maintain filing systems, both digital and physical.
• Project Management: Assist in managing executive-level projects and initiatives, tracking progress, and ensuring deadlines are met.
• Expense Reports: Manage and submit expense reports and budgets. Ensure timely reconciliation of accounts.
• Event Planning: Coordinate executive meetings, conferences, team-building events, and other company-related activities.
• Confidentiality: Handle sensitive information with discretion and ensure confidentiality at all times.
• Office Management: Ensure office-related services and maintenance are tracked and managed, source or recontract as necessary.
• Ad-hoc Tasks: Provide additional administrative support or personal assistance as needed by the executive.
• People Experience: Recruitment scheduling, onboarding new employees, and training coordination.

What You'll Bring

• Education: Bachelor’s degree preferred but not required.
• Experience: Minimum 3-5 years of experience supporting senior-level executives in a corporate environment.
• Technology: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Organizational Skills: Strong ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Communication: Excellent written and verbal communication skills. Ability to interact professionally with all levels of internal and external stakeholders.
• Problem-solving: Ability to anticipate needs, identify challenges, and propose effective solutions.
• Confidentiality: Demonstrated ability to maintain discretion and handle confidential information with integrity.

Competence Required

• Core competence: Drives results, Builds trust, Collaborates, Self-Development.
• Strong attention to detail and accuracy.
• Ability to work independently and in a team environment.
• Flexibility and adaptability to changing priorities.
• Professional demeanor and ability to represent the executive with poise.

Work Environment

• Full-time position.
• Office-based role.
• Fast-paced, high-pressure environment requiring a proactive, calm under pressure attitude.

Volvo Cars - Driving change together

Volvo Cars’ success is the outcome of a collaborative, diverse, and inclusive working environment. Today, we are one of the most well-known and respected car brands, with around 43,000 employees across the globe. At Volvo Cars, your career is designed around your skills and aspirations, allowing you to reach your fullest potential.

By 2025, we aim to sell 1.2 million cars annually, with 50 percent being electric cars and sold directly to customers mainly through digital channels. Make sure you’re in the front seat on this exciting journey as we pioneer the driving and electrification technologies of the future.