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Executive Aide

Company: CarMax
Location: Richmond
Posted on: May 6, 2021

Job Description:

8901 - Corp Office West Crk - 12800 Tuckahoe Creek Parkway, Richmond, Virginia, 23238CarMax, the way your career should be! About this jobUnder general direction of the Vice President of Corporate Social Responsibility, this position provides advanced, diversified and confidential administrative and secretarial support requiring broad and comprehensive experience, skill and knowledge of the organization policies and practices. In addition, the position provides general clerical support for additional A/VPs or Directors as assigned.What you will do - Essential ResponsibilitiesProvide advanced, diversified and confidential administration and secretarial support to the Vice President of Corporate Social Responsibility, and assigned A/VPs or Directors. This includes but is not limited to:Prioritization--- Within established guidelines, make independent decisions regarding planning, organization and scheduling of work and proactively identify, prioritize and communicate to executive team members issues that need immediate attention.--- As needed and when appropriate, independently interpret questions/problems which includes the ability to identify root cause, determine proper course of action and relay to the appropriate staff member.--- Track and follow-up on delegated tasks to help ensure timely completion.Communications / Calendaring--- Full management of Office 365 calendar including both short and long-term meeting/event planning and proactive analysis of calendar changes or questions where action by Executive Assistant is necessary. Ensure components such as travel time, "work time" are incorporated into manager's calendars.--- Proactively guard key meetings and work times while being flexible as needed.--- Schedules meetings timely and accurately (including cancelling or rescheduling) when requested.--- Screen incoming phone calls and/or emails to Vice President of Corporate Social Responsibility and assigned A/VPs or Directors, and respond/follow-up/dispatch as necessary. This requires maintaining strict confidentiality when handling issues of a sensitive nature.Travel and Logistics support--- Coordinate and manage travel arrangements for Vice President of Corporate Social Responsibility and other assigned A/VPs and Directors--- Anticipate manager needs while traveling and that all components of the travel are planned thoroughly (i.e. meals, etc.). --- Complete and submit all related T&E reports using the Concur System. Ensure all expense reports within teams supporting are handled timely and accurately.--- Fully own and coordinate meetings and events as requested, to include: scheduling, preparing materials, logistics and communication.Analysis / Reporting* On monthly basis complete P&L review, including accrual and variance analysis.* Perform all department personnel related data entry into applicable databases and/or spreadsheets * Provide support with drafting, editing and proof reading memos, reports, and presentations for written correspondence. * Maintain department files, records and statistics as requested:* Track and manage department headcount, staffing changes, seating charts, and organizational charts.* Complete and facilitate process for necessary Personnel related forms (such as: Personnel Action forms, Position Requisition forms).* Support Managers for New Hire onboarding and be the main point of contact for assisting new associates in getting settled in to their space and systems access.* Partner with hiring Manager to create MACs for new hires.* Lead setup of associate's desk or space and ensure all necessary materials, cleaning, etc. is done prior to associate's start date.* Provide support for additional assigned Human Resources teams. This includes but is not limited to:* Schedule and coordinate any off-site meetings. * Review associate T&E's in Concur and enter information into the IT Budget & Expense Tracking System.* Manage Office 365 calendar entries for Vice President of Corporate Social Responsibility and assigned A/VPs or Directors.* Process incoming invoices for the teams including the creation of aprons and related purchase orders.* Utilize various PC software packages to support leadership and HR teams as needed:* Initiate Word, Excel, and PowerPoint presentations as needed* Maintains confidentiality and uses a high level of discretion in assigned duties and responsibilities. * Perform other administrative duties as assigned.Qualifications and Requirements--- Five or more years of administrative experience is required.--- High school diploma.--- Strong experience with MS Office products (Excel, Word, PowerPoint, Access) is required. Experience with other CarMax systems is strongly preferred.--- Ability to prioritize and multi-task in a deadline oriented environment and understand what requires immediate attention.--- Strong organizational skills and strong attention to detail.--- Ability to communicate (written and oral) and t effectively provide exceptional support with associates at all levels of the CarMax organization, including through face-to-face, phone and email communications.--- Ability to provide excellent customer service and ability to maintain a positive attitude during any situation.--- Ability to convey a professional and positive image to associates and vendors.--- Ability to apply basic reasoning and mathematical skills.--- Ability to be adaptable and at ease in a fast paced environment and be able to change direction quickly when priorities shift.--- Strong skills in building and maintaining working relationships throughout the department and organization and building an effective network.--- Ability to effectively use Microsoft Word and PowerPoint to create professional level documents. Ability to effectively use Excel with basic analysis, formulas, pivot tables, etc.About CarMax CarMax disrupted the auto industry by delivering the honest, transparent and high-integrity experience customers want and deserve. This innovative thinking--around the way cars are bought and sold--has helped us become the nation's largest retailer of used cars, with over 200 locations nationwide.Our--amazing team of more than 25,000 associates work together to deliver iconic customer experiences.--Along the way,--we help every associate grow their career and achieve their best, at work and in their community. We are recognized for our commitment to training and diversity and are--one of the FORTUNE 100 Best Companies to Work For--.CarMax is an equal opportunity employer, and all qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, genetic information, national origin, protected veteran status, disability status, or any other characteristic protected by law.Upon an applicant's request, CarMax will consider reasonable accommodation to complete the CarMax Job Application.

Keywords: CarMax, Richmond , Executive Aide, Other , Richmond, Virginia

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