Executive Assistant (Legal & Advisor Services)

USAA•San Antonio, TX

1d•$63,590 - $121,530•Hybrid

About The Position

We are currently seeking an experienced Executive Assistant for our San Antonio, Texas corporate headquarters location. As a dedicated Executive Assistant, you will provide administrative support for multiple members of the Executive Management Group (EMG) and the Corporate Counsel group within Legal and Advisory Services, depending on executive level, team structure, and business needs. Ensures day-to-day activities are coordinated, leaders are prepared for responsibilities, and administrative operations are managed efficiently. Provides proactive calendar management, meeting coordination, communication support, and other administrative services to facilitate organizational and legal business objectives. We offer a flexible work environment that requires an individual to be in the office 4 days per week. This position can be based in one of the following locations: San Antonio, TX or Charlotte, NC. Relocation assistance is not available for this position.

Requirements

High School Diploma or General Equivalency Diploma.
6 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.

Nice To Haves

Extensive experience supporting senior leaders (e.g., Assistant Vice President (AVP), Vice President (VP), or equivalent leadership roles) in a large financial services or matrixed organization, with demonstrated experience managing complex calendars, competing priorities, and confidential information with discretion.
Demonstrated experience planning and coordinating onsite executive onsite or virtual meetings and events, including logistics, agendas, materials, room setup, technology needs, catering, and coordination with Facilities, Security, and external vendors to ensure seamless execution.
Advanced proficiency with Microsoft 365 tools (Outlook, Zoom, Excel, PowerPoint, Box, Teams), with the ability to create executive-ready materials, reports, and presentations.
US military experience gained through military service or gained as a military spouse / domestic partner.

Responsibilities

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 minimizes/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.
Ensure new hires are provided with 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. Generate 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.