Executive Assistant (Legal & Advisor Services)

USAA•San Antonio, NC

2d•Hybrid

About The Position

USAA is seeking an experienced Executive Assistant for their San Antonio, Texas corporate headquarters. This role will provide administrative support for multiple members of the Executive Management Group (EMG) and the Corporate Counsel group within Legal and Advisory Services. The Executive Assistant will ensure day-to-day activities are coordinated, leaders are prepared for their responsibilities, and administrative operations are managed efficiently. This position offers a flexible work environment requiring the individual to be in the office 4 days per week and can be based in San Antonio, TX or Charlotte, NC. Relocation assistance is not available.

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

Deliver administrative support to assigned EMG through management of schedule/calendar, emails, call routing and ensuring appropriate record retention.
Coordinate activities and ensure timely information flow for EMG assigned.
Collaborate with EMG to understand, prioritize and organize daily activities/responsibilities to meet deadlines and deliver on EMG goals/objectives.
Identify topics that translate into prioritizing meeting planners, emails, people, and data.
Deliver effective challenge to preserve EMG's time.
Prepare/update presentations, ensuring accuracy and compliance with USAA presentation standards.
Draft internal communications and other materials on behalf of the leader to share with a variety of audiences.
Prepare correspondence on behalf of EMG as requested.
Ensure information to and from EMG members is treated with appropriate level of confidentiality.
Maintain awareness on applicable intranet pages, messaging channels, leader communications, and other information platforms.
Proactively disseminate reminders to leaders and employees for upcoming deadlines.
Monitor EMG calendars to coordinate meetings and ensure leader/team is aligned with all aspects of meeting.
Create agenda, take meeting minutes, document follow up action items, manage attendees, delegate, and ensure all meetings have a clear purpose/agenda.
Coordinate schedules, meeting planners, dates and secure content to be presented.
Understand the importance of team culture for the EMG's organization.
Prioritize employee 1:1's, staff meetings, skip levels, and other connection points.
Create positive experiences for employees through coordination.
Partner with hiring manager to improve employee experience by proactively planning and onboarding new EMG or other team members.
Formulate an effective transition plan that minimizes/eliminates a negative impact for the incoming EA/EMG relationship.
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.
Coordinate desk/seating logistics for employees and provide oversight for on-site events.
Manage travel and expense reporting timely and effectively.
Manage team budget and confirm people leader adherence to individual budget plans.
Maintain inventory of office supplies with an expense management focused mindset.
Maintain filing system for key documents.
Generate reports requested by assigned EMG.
Ensure risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures.