Executive Assistant – Life Company Chief of Staff

USAA•San Antonio, TX

2d•$63,590 - $114,450•Hybrid

About The Position

USAA Life Company is seeking an experienced Executive Assistant to perform administrative support for multiple members of the Executive Management Group (EMG), depending on Executive level and team structure. This employee will work in partnership within the Executive assistant team to ensure 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 is based on the San Antonio, TX. Campus. Relocation assistance is not available for this position.

Requirements

High School Diploma or General Equivalency Diploma required
4 years of 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

US military experience through military service or a military spouse/domestic partner
3 or more years of Executive Assistant experience supporting a VP or multiple executives, with strong calendar management across multiple time zones
Advanced proficiency with Microsoft Office applications (e.g., Outlook, Excel, Word, Power Point, Slack) to include project coordination skills
Extensive experience with an array of administrative skills (e.g., managing email/calendars, coordinating meetings, expense management, employee events, executive communication)
High emotional intelligence and demonstrated ability to navigate complex team dynamics
High energy self-starter with a strong attention to detail
Demonstrated ability to proactively problem-solve

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.
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.
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.
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.
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.