Executive Assistant (Military Affairs)

USAA • San Antonio, TX

2d • Onsite

About The Position

At USAA, our mission is to empower our members to achieve financial security through highly competitive products, exceptional service and trusted advice. We seek to be the #1 choice for the military community and their families. Embrace a fulfilling career at USAA, where our core values – honesty, integrity, loyalty and service – define how we treat each other and our members. Be part of what truly makes us special and impactful. The Opportunity The Opportunity USAA is seeking a highly organized and proactive Executive Assistant to join our Military Affairs team. In this role, you will provide comprehensive administrative support to multiple members of the Executive Management Group (EMG), adapting to executive levels and team structures. Your primary responsibility will be to ensure the seamless coordination of day-to-day activities and the thorough preparation of EMG members for their 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 on San Antonio, TX campus. Relocation assistance is not available for this position

Requirements

• 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

Nice To Haves

• Prior experience working in or with the military and understanding of military protocols and structures is highly preferred
• Bachelor's degree is preferred, though specialized experience can often substitute for formal education
• Military spouse or Veteran
• Understanding of military culture, protocols, and organizational structures.
• Ability to interact effectively with individuals at all levels, including senior military and government officials, and to draft professional correspondence
• Ability to prioritize multiple tasks, manage complex calendars, and ensure efficient workflow in a fast-paced environment.

Responsibilities

• Delivers administrative support to assigned EMG through management of schedule/calendar, emails, call 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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED