USAA · 1 day ago
Executive Assistant
San Antonio, TX
Full-time
Hybrid
Mid Level
$64K/yr - $114K/yr
4+ years expUSAA is dedicated to empowering its members to achieve financial security through exceptional service and trusted advice. The Executive Assistant will support the Senior Vice President & General Manager, Life Distribution by managing administrative tasks, ensuring effective communication, and coordinating activities for the Executive Management Group.
BankingFinancial ServicesInsuranceVenture Capital
No H1B
Responsibilities
Delivers administrative support to assigned EMG through management of schedule/calendar, emails, call routing and ensuring appropriate record retention
Collaborates with EMG to understand, prioritize and organize daily activities/responsibilities to meet deadlines and deliver on EMG goals/objectives
May prepare/update presentations
Ensures accuracy and compliance with USAA presentation standards
Additionally, drafts internal communications and other materials on behalf of the leader to share with a variety of audiences including department leaders, employees, key collaborators, or business partners
As requested by assigned EMG, prepares correspondence on behalf of EMG
Ensures information to and from EMG members are treated with appropriate level of confidentiality
Responsible for maintaining awareness on applicable intranet pages, messaging channels, leader communications, and other information platforms
Proactively disseminates reminders to leaders and employees for upcoming deadlines, such as check-in completion, LMS training deadlines, or other urgent work deliverables
Monitors EMG calendars to coordinate meetings and ensure leader/team is aligned with all aspects of meeting
Creates agenda, takes meeting minutes, documents follow up action items, handles attendees, delegates, and ensures all meetings have a clear purpose/agenda
In addition, coordinates schedules, meeting planners, dates and secures the content to be presented
Understands the importance of team culture for the EMG’s organization
Prioritizes employee 1:1’s, staff meetings, skip levels, and other connection points
Creates positive experiences for employees through coordination
Partners with hiring manager to improve employee experience by proactively planning and onboarding new EMG or other team members
Collaborates to formulate an effective transition plan that minimize/eliminate a negative impact for the incoming EA/EMG relationship
Additionally, update/submit organizational charts prior to the 1st of the month and update distribution lists within one business day of employee hire/exit
Ensures new hires are provided access to resources and knowledge of department-wide operations/processes
May coordinate desk/seating logistics for employees and provide oversight for on-site events
Handles travel and expense reporting timely and effectively
Additionally, manages team budget and confirms people leader adherence to individual budget plans
Responsible for maintaining inventory of office supplies with an expense management focused approach
Maintains filing system for key documents
Generates reports requested by assigned EMG
Ensures risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures
Qualification
Required
High School Diploma or General Equivalency Diploma required
4 years directly related work experience providing administrative support to executives or leadership teams
Proficient in Windows, MS Word, Excel, Outlook, PowerPoint, Adobe, and Publisher
Advanced knowledge of spreadsheets, data retrieval, and word processing and presentation software
Demonstrated experience with calendar management and/or prioritizing tasks in a fast-paced environment
Ability to effectively build strong relationships and work with all levels within the organization
Excellent oral and written communication skills with a high degree of accuracy and attention to detail needed
Preferred
US military experience through military service or a military spouse/domestic partner
3+ years of Executive Assistant experience supporting a VP or multiple senior leaders, with strong calendar management across multiple time zones
Advanced proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and collaboration tools like Slack; experience handling competing priorities
Validated expertise in core administrative functions, including email and calendar management, meeting coordination, expense reporting, executive communications, and employee event planning
Strong business insight with the ability to quickly understand organizational priorities and anticipate needs
High emotional intelligence and a demonstrated ability to navigate complex team dynamics with professionalism and discretion
Proactive problem-solver who takes initiative and adapts quickly in a fast-paced environment
Detail-oriented self-starter with a high level of energy and ownership
Benefits
Comprehensive medical, dental and vision plans
401(k)
Pension
Life insurance
Parental benefits
Adoption assistance
Paid time off program with paid holidays plus 16 paid volunteer hours
Various wellness programs
Career path planning and continuing education
Company
USAA
USAA is a financial services company.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Julie McPeak
SVP, General Counsel Insurance
Waqas Durrani
Senior Vice President, General Counsel - Enterprise Shared Services
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