Executive Administrative Assistant

About this job

This role supports an Assistant Vice President (AVP) of Strategic Planning and Delivery, and their team, in addition to two other departments at the location.   This role supports the team by providing diversified, and confidential administrative and project support requiring broad and comprehensive experience, skill and knowledge of the organization structure, policies and practices.  

What you will do

Planning and Organization

• Within established guidelines, make independent decisions regarding planning, organization and scheduling of work and proactively identify, prioritize, and communicate to the AVP and others support any 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.

• 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 AVP 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 the teams supported.

• Anticipate leader needs while traveling and that all components of the travel are planned thoroughly. 

• Submit all related travel and expense reports using the company travel and expense system. 

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

• Track and report on AVP+ vehicle allotments

Analysis / Reporting/Budgets

• Support budget process needs for 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.

• Lead effort to track AVP and team professional certification needs

• Schedule training and conferences as needed

• Assist with team share drives/folders access rights as needed

• Other job related items as assigned

Purpose of the role

A candidate for this role conveys a professional and positive image to associates, vendors, and leaders 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. 

 Qualifications and Requirements

• High school diploma; some college preferred

• Five or more years of administrate experience required

• Strong skills/experience in Microsoft Office products (Excel, Word, PowerPoint, Visio, Outlook) is required, specifically 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

• Strong skills in building and maintaining working relationships throughout the department and organization and building an effective network.

• 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