Executive Assistant - Corporate Social Responsibility & Communications

8901 - Corp Office West Crk - 12800 Tuckahoe Creek Parkway, Richmond, Virginia, 23238

CarMax, the way your career should be! 

About this job

Under general direction of the Vice President of Corporate Social Responsibility and Communications, this position supports the team by providing advanced, diversified and confidential administrative and project support requiring broad and comprehensive experience, skill and knowledge of the organization policies and practices.

Work Location and Arrangement: This role will be based out of the Richmond, VA Home Office and have a Hybrid work arrangement

Work Authorization: Applicants must be currently authorized to work in the United States on a full-time basis.

What you will do – Essential Responsibilities 

Planning and Organization

• 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.
• Provide tactical support for team projects
• 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. 
• Proactively guard key meetings and work times while being flexible as needed.
• Schedules meetings timely and accurately (including cancelling or rescheduling) when requested.

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.). 
• Fully own and coordinate meetings and events as requested, to include: scheduling, preparing materials, logistics and communication.

Analysis / Reporting/Budgets

• On monthly basis complete P&L review, including accrual and variance analysis.
• Provide support with drafting, editing and proof-reading memos, reports, and presentations for written correspondence. 
• Maintain department files, records and statistics as requested:

• Process incoming invoices for the teams including the creation of aprons and related purchase orders.

Associate Support

• Support Managers for New Hire onboarding and be the main point of contact for assisting new associates in getting settled into 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.

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 w