Volvo Group Executive Assistant Legal/ HR in Greensboro, North Carolina

The Executive Administrative Assistant reports to the VP Legal and General Counsel, VFS USA and supports all members of the VFS USA Legal and Human Resources Departments. This position requires the ability to prioritize deadlines and complete work in a confidential and accurate manner without oversight or follow-up from other team members.

Core Responsibilities:

  • Provides comprehensive administrative support for the VP Legal VFS USA and members of the Legal Department and Human Resources Department in a confidential and professional manner.

  • Coordinates internal meetings and events, external meetings and legal training throughout the year including agenda planning, creating presentations, attendance tracking and is the primary liaison for all participants and coordinate detailed calendars, events and reports.

  • Manages key projects and initiatives for Legal Department including legal audits, document revisions and other priority items.

  • Acts as primary contact with external law firms (with respect to invoices and establishing guidelines), HR suppliers and other vendors.

  • Processes invoices, maintains paid invoice files and responds to inquiries regarding invoices.

  • Performs administrative duties such as copying, printing, scanning, assembling documents, document comparison, preparing certified mail, and filing to support active caseload.

  • Assists with travel arrangements, expense reports and handles incoming mail (logging in and distributing) and answers telephone calls in a professional manner.

  • Drafts and revises legal documents in accordance with attorneys’ requests.

  • Manages Legal Case Management Database and provides end user support as well as being the main contact for the software supplier.

  • Coordinates litigation holds, draft notices, track responses and follow-up as needed and track discovery requests and coordinate production of documents in conjunction with litigation.

  • Assists HR team and managers with scheduling of interviews in coordination with the HR Service Center.

  • Organizes and provides administration for VFS USA employee training courses as well as external training solutions.

  • Assists managers and HR team with processing employee data changes in close coordination with the HR Service Center.

  • Assists managers with onboarding of new hires by distributing and monitoring checklists, working with the HR Service Center and administers new employee feedback surveys.

  • Coordinates employee engagement activities for VFS USA.

  • Provides coverage and backup to other Executive Assistants in the VFS USA organization, as required.

Education and Experience Required:

  • Bachelor’s or an associate’s degree in related field preferred. Minimum of five (5) years of work experience.

  • 7+ years professional administrative experience, preferably in a law firm or legal department in an organization.

  • 5+ years of significant experience supporting senior executives or partners.

  • 5+ years of experience preparing presentations and other professional documents.

  • Exceptional planning, organizational and project management skills with a quality focus and attention to detail and proactivity with ideas and recommendations for productivity and efficiency.

  • Experience working in a professional environment where confidentiality, sound business judgment, attention to detail, a fast pace and a flexible and adaptable approach are valued.

  • Proven experience including problem-solving, research and analysis.

  • Effective level of ambition and ability to understand team and corporate objectives.

  • Experience with legal drafting and assisting with litigation matters.

  • Extensive experience managing calendars for multiple individuals (for example: meeting coordination and determining the priority of meeting requests and events).

  • Superior verbal and interpersonal communication skills.

  • Exceptional grammar, business writing, and presentation preparation skills including the ability to communicate in a professional manner at all levels of the organization.

  • Excellence in reading, writing and speaking English.

  • Demonstrated ability handling confidential information and working with a high level of integrity and ethics.

  • Expert level experience working with Microsoft Office

  • Experience working with Excel, PowerPoint and eCounsel (or similar case management software).

Required Competencies and Skills:

All VFS USA employees should be at the skilled level (or working towards the skilled level) for the following competencies:

  • Action oriented: Full of energy for challenges and not fearful of acting. Seizes opportunities and has a proactive approach. Ability to coordinate and organize multiple transactions and deadlines.

  • Customer focus: Establishes and maintains effective relationships with customers and colleagues and gains their trust and respect.

  • Integrity and trust: Seen as a direct, truthful individual who presents facts in an appropriate and helpful manner, keeps confidences and admits mistakes. Exercises good judgment and decision making abilities.

  • Learning on the fly: Learns quickly when facing new problems and is a versatile learner open to change and quickly grasps the essence of ideas. Self-directed with the ability to adjust in a dynamic environment.

About us

The Volvo Group is one of the world’s leading manufacturers of trucks, buses, construction equipment and marine and industrial engines under the leading brands Volvo, Renault Trucks, Mack, UD Trucks, Eicher, SDLG, Terex Trucks, Prevost, Nova Bus, UD Bus, Sunwin Bus and Volvo Penta.

With Volvo Financial Services you will be part of a global and diverse team of highly skilled professionals to provide expert financial services and solutions to customers and dealers in support of the Volvo Group’s sales. We work with passion, we trust each other and we embrace change to stay ahead. We make our customers win.

Auto req ID



Volvo Financial Services


North Carolina



Employment/Assignment Type


Travel Required (Maximum)


Last application date


Functional Area

Legal & Security

Volvo Group North America is an Equal Opportunity Employer E.O.E/M/F/Disability/Veteran