Executive Assistant

USAA • San Antonio, TX

21h • Hybrid

About The Position

As a dedicated Executive Assistant, you will provide comprehensive support to leaders within USAA's Technology Organization, focusing on Platform Infrastructure and Accelerated Technologies. You will support executives driving innovation and operational excellence in these critical technology domains, ensuring the seamless functioning and advancement of USAA's technological landscape. This role involves performing high-level administrative support for multiple members of the Executive Management Group (EMG), adapting the scope based on executive level and team structure. You will ensure day-to-day activities are coordinated and EMG members are prepared for their responsibilities, maintaining operational efficiency through meticulous organization and proactive management of schedules and tasks. The ideal candidate thrives in fast-paced, high-volume environments, demonstrates strong learning agility, and approaches challenges with a proactive, solution-focused mindset, all while being a strong team player who actively collaborates and supports colleagues to achieve shared goals. 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 San Antonio, TX location. 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

• Bachelor’s Degree or higher from accredited university.
• US military experience through military service or a military spouse/domestic partner.
• 5+ years of Executive Assistant experience supporting a VP or multiple senior leaders, with strong calendar management across multiple time zones.
• Advanced proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and collaboration tools like Slack; experience handling competing priorities.
• Validated expertise in core administrative functions, including email and calendar management, meeting coordination, expense reporting, executive communications, and employee event planning.
• Demonstrated understanding of Generative AI tools or methodologies.
• Strong business insight with the ability to quickly understand organizational priorities and anticipate needs.
• High emotional intelligence and a demonstrated ability to navigate complex team dynamics with professionalism and discretion.
• Proactive problem-solver who takes initiative and adapts quickly in a fast-paced environment.
• Detail-oriented self-starter with a high level of energy and ownership.

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 collaborators, 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, handles 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.
• Handles 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 approach.
• 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: Mid Level
• Education Level: High school or GED