Job Information
CARMAX Administrative Assistant in Richmond, Virginia
8901 - Corp Office West Crk - 12800 Tuckahoe Creek Parkway, Richmond, Virginia, 23238
CarMax, the way your career should be!
About this job
The Administrative Assistant is part of CarMax’s Legal Team. This position provides administrative support to a team of attorneys and non-attorney professionals and reports to the Senior Manager, Legal Operations. This position provides finance and budget support to the CarMax Legal and Compliance Department.
What you will do – Essential Responsibilities
General Administrative
Maintain files and create and edit existing workspaces in the matter management and document management systems as directed by paralegals and attorneys; resolve technical issues as needed.
Utilize various software packages such as Microsoft 365, Legal Tracker, and iManage to produce reports, presentations, and documents.
Coordinate and manage outgoing and incoming correspondence for the team, including putting together letters and attached documents, working with mail department to ensure correspondence goes out, and managing overnight correspondence transmission.
Photocopy, scan, print and store confidential documents as needed.
Assist in Legal team administration (e.g., matter tracking system, subpoena response, discovery projects, etc.).
Order supplies, furniture, and equipment as needed.
Resolve/report equipment issues
Request IT equipment, software, changes, adds, and moves.
Collaborate with department administrative assistants to provide back-up support for key department processes.
Manage and coordinate travel arrangements for team.
Provide administrative support for the team’s travel, expense, and license renewal needs.
Other administrative duties as assigned.
Calendar Management / Scheduling
Identify and resolve schedule conflicts.
Coordinate and manage various meeting schedules.
Finance
Ensure invoices are properly received and loaded into Legal Tracker, process to attorneys for approval, prepare vendor management and payment aprons, determine discount, and ensure payment is processed to firms in a timely manner.
Coordinate receipt of monthly accounting accruals from outside counsel and process those accruals to the Accounting department.
Assist in the coordination and management of quarterly budget expense reviews.
Assist in the coordination and management of the annual department budget process.
Create and submit expense reports and maintain files.
Request and send customer and agency payments.
Resolve charge discrepancies, balance corporate card accounts monthly.
Track business expenses for fiscal year budget reporting
Other billing and budget duties as assigned.
Qualifications and Requirements
High school diploma
3+ years of relevant experience
Maintain confidentiality and use of high-level discretion in assigned duties and responsibilities.
Ability to motivate peers.
Ability to build and maintain strong relationships.
Ability to ensure high priority items are handled promptly.
Ability to provide “win-win” solutions while resolving customer service issues in a positive and professional manner.
Ability to communicate clearly and effectively through verbal, written and non-verbal methods.
Ability to complete tasks in a timely manner while balancing time, multi-tasking and interruptions.
Ability to use functional knowledge while serving as a resource for internal customers.
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®.
Our Commitment to Diversity and Inclusion:
CarMax is committed to bringing together people from different backgrounds and perspectives, providing employees with a safe, welcoming, and inclusive work environment.
CarMax is an equal opportunity employer, and all qualified candidates will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, gender expression, genetic information, national origin, protected veteran status, disability status, and any other characteristics protected by law.
Upon an applicant's request, CarMax will consider reasonable accommodation to complete the CarMax Job Application.
