Sr. Executive Assistant

CarMax • Atlanta, GA

2d • Onsite

About The Position

This role supports the Executive Vice President of CarMax Auto Finance (CAF) in addition to other Sr. Executives at the location. This role supports the team by providing advanced, diversified, and confidential administrative and project support requiring broad and comprehensive experience, skill and knowledge of the organization's policies, practices, and systems. This role is an on-site position.

Requirements

• High school diploma: some college preferred
• Five or more years of administrative experience required
• Strong skills/experience in Microsoft Office products (Excel, Word, PowerPoint, Visio, Outlook) is required, specifically the 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.; experience with other CarMax systems is strongly preferred
• Proven ability to strategically build and maintain working relationships throughout the department and organization building an effective network. Establishing a trusted and influential network essential to driving alignment, collaboration, and business results
• Ability to provide excellent customer service and ability to maintain a positive attitude during any situation.
• Ability to be adaptable and at ease in a fast-paced environment and be able to change direction quickly when priorities shift.

Nice To Haves

• Prior working knowledge with Concur a plus.

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 include 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. Proactively guard key meetings and work times while being flexible as needed. Schedules meetings timely and accurately (including cancelling or rescheduling) as needed. Oversee to ensure technology is working, refreshments and meals are available as needed. Monitor email to prioritize for EVP and to identify and resolve issues/requests utilizing strict confidentiality, judgment, and independent decision making.
• Travel and Logistics Support Coordinate and manage travel arrangements for Executive Vice President and other assigned A/VPs and Directors. Anticipate manager needs while traveling and that all components of the travel are planned thoroughly. Submit all related travel and expense reports using the company's travel and expense system. Prior working knowledge with Concur a plus. Audit submitted T&E reports for accuracy and compliance with company policy. Fully own and coordinate meetings and events as requested, including scheduling, preparing materials, logistics, and communication.
• Analysis / Reporting/Budgets On a monthly basis complete P&L review, including accrual and variance analysis. Support budget process needs for EVP team as assigned. Provide support with drafting, editing, and proof-reading memos, reports, and presentations for written correspondence. Maintain department files, records, and statistics as requested. Assist in the creation and maintenance of spreadsheets using Microsoft excel including arithmetic and computational requirements. Ability to appropriate leverage excel to manipulate data, graph creation and function capabilities. Assist in the production of various key presentations to include formatting, graphing, importing and animating pages as designed using Power Point and potentially multi-media. Process incoming invoices for the teams supported.
• Associate Support Support New Hire onboarding for assigned team and be the main point of contact for assisting new associates in getting settled into their space, ensuring the associate has computer equipment and systems access. Lead setup of new hires desk/workspace and ensure all necessary materials, cleaning, etc. is done prior to associate’s start date. Mentor other administrative assistants across the CAF organization.
• A candidate for this role conveys a professional and positive image to associates, vendors, and executives and has a natural curiosity and ability to learn the business to build knowledge necessary to evaluate, prioritize and resolve issues. The ability to prioritize and multi-task independently in a deadline-oriented environment and strong communication skills, written and oral, are a must for this role. Strong organizational skills, strong attention to detail, and pro-active approach to duties and responsibilities will lead a candidate to success in this role.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED