The OpportunityAs a dedicated
Executive Assistant, the selected candidate performs administrative support for multiple members of the Executive Management Group (EMG), depending on Executive level and team structure. Ensures day-to-day activities are coordinated and EMG members are prepared for responsibilities.
We offer a flexible work environment that requires an individual to be
in the office 4 days per week. This position will be based in
San Antonio, TX office location. Relocation assistance is
not available for this position.
What you'll do:- Delivers administrative support to assigned EMG through management of schedule/calendar, emails, call routing and ensuring appropriate record retention. Coordinates activities and ensures timely information flow for EMG assigned.
- Collaborates with EMG to understand, prioritize and organize daily activities/responsibilities to meet deadlines and deliver on EMG goals/objectives. Identifies topics that translate into prioritizing meeting planners, emails, people, and data. Delivers effective challenge to preserve EMG's time.
- 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 stakeholders, 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, manages 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.
- Manages 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 mindset.
- 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.
What you have:- High School Diploma or General Equivalency Diploma.
- 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.
What sets you apart:- Experience serving as a strategic partner to senior executives, extending beyond traditional administrative support to help advance organizational priorities and initiatives.
- Demonstrated ability to drive executive meetings by developing agendas and materials, coordinating participants, documenting decisions and action items, and ensuring timely follow-through.
- Exceptional executive communication skills, including drafting and editing presentations, talking points, announcements, meeting summaries, and communications on behalf of senior leaders.
- Strong organizational and project-management capabilities, with the ability to manage competing priorities, anticipate needs, create structure, and deliver accurate work within short turnaround times.
- Ability to collaborate with Chief of Staff teams and cross-functional partners to coordinate leadership priorities, employee engagement activities, and organization-wide initiatives.
- Strong judgment and executive presence, including the confidence to protect executive time, respectfully challenge requests, navigate ambiguity, and handle confidential matters with discretion.
- Resilient, adaptable, and receptive to candid feedback, with the ability to incorporate direction quickly and remain effective in a fast-paced, high-accountability environment.
- Willing and able to work on-site five days per week to provide responsive, in-person executive and organizational support.
Compensation range: The salary range for this position is: $63,590 - $114,450
USAA does not provide visa sponsorship for this role. Please do not apply for this role if at any time (now or in the future) you will need immigration support (i.e., H-1B, TN, STEM OPT Training Plans, etc.). Compensation: USAA has an effective process for assessing market data and establishing ranges to ensure we remain competitive. You are paid within the salary range based on your experience and market data of the position. The actual salary for this role may vary by location.
Employees may be eligible for pay incentives based on overall corporate and individual performance and at the discretion of the USAA Board of Directors.
The above description reflects the details considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.
Benefits: At USAA our employees enjoy best-in-class benefits to support their physical, financial, and emotional wellness. These benefits include 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, and various wellness programs. Additionally, our career path planning and continuing education assists employees with their professional goals.
For more details on our outstanding benefits, visit our benefits page on USAAjobs.com.
Applications for this position are accepted on an ongoing basis, this posting will remain open until the position is filled. Thus, interested candidates are encouraged to apply the same day they view this posting.
