Executive Assistant (Government Relations)

USAA

4d•$63,590 - $121,530•Onsite

About The Position

USAA is seeking an experienced Executive Assistant for its Government Relations team in Washington, DC. The role supports the Senior Vice President and Head of Government Relations by coordinating day-to-day activities, managing executive schedules, facilitating internal and external communications, and helping the executive prepare to meet responsibilities and business objectives. The position is based at USAA’s office at One Constitution Avenue, NE, with an expectation to work in the office four days per week. Relocation assistance is not available. The Executive Assistant provides calendar, email, call-routing, records, meeting, communications, travel, expense, budget, onboarding, and office-support services. The role also maintains key documents and reports, supports team culture and employee experiences, and helps ensure business risks are managed in accordance with applicable risk and compliance policies and procedures.

Requirements

High school diploma or General Equivalency Diploma.
Seven years of directly related experience providing administrative support to executives or leadership teams.
Proficiency in Windows, MS Word, Excel, Outlook, PowerPoint, Adobe, and Publisher.
Proficiency in the Concur Travel Management System.
Advanced knowledge of spreadsheets, data retrieval, word processing, and presentation software.
Demonstrated experience with calendar management and/or prioritizing tasks in a fast-paced environment.
Ability to build strong relationships and work with all levels of the organization.
Excellent oral and written communication skills, accuracy, and attention to detail.

Nice To Haves

Ten years of executive-level support experience for senior leaders and executive stakeholders in a large financial-services or highly matrixed organization, including support for Government Relations, Public Affairs, Legislative Affairs, or similar functions.
Experience liaising between executives and internal and external stakeholders; driving strategic initiatives; facilitating cross-functional collaboration; managing complex executive calendars and competing priorities; and handling sensitive information with sound judgment, discretion, and initiative.
Expertise planning and coordinating executive on-site and virtual meetings, events, and engagements, including logistics, agendas, materials, room setup, technology, catering, and coordination with Facilities, Security, and external vendors.
Advanced proficiency with Microsoft 365 applications, including Outlook, Excel, and PowerPoint, as well as Zoom, Box, and Concur Travel & Expense; experience producing executive-ready presentations, reports, briefing materials, travel itineraries, expense documentation, and communications for senior leaders.
US military experience through military service or as a military spouse or domestic partner.

Responsibilities

Manage executive schedules and calendars, emails, call routing, and appropriate record retention; coordinate activities and information flow for the assigned EMG.
Collaborate with executives to prioritize daily activities and responsibilities, meet deadlines, achieve objectives, and protect executive time through effective challenge.
Prepare presentations that meet USAA standards and draft internal communications and other materials for leaders, employees, stakeholders, and business partners.
Prepare correspondence on behalf of the executive and handle information to and from members with appropriate confidentiality.
Monitor intranet pages, messaging channels, leader communications, and other information platforms; proactively communicate reminders about deadlines and urgent deliverables.
Coordinate meetings, including schedules, attendees, agendas, minutes, follow-up items, meeting planners, dates, and presentation content; ensure meetings have a clear purpose and the leader and team are prepared.
Prioritize employee one-on-ones, staff meetings, skip-level meetings, and other connection points; coordinate positive employee experiences.
Partner with hiring managers to plan onboarding and transitions for new team members.
Update and submit organizational charts before the first of each month and update distribution lists within one business day of employee hires or exits.
Ensure new hires have access to resources and understand department operations and processes; coordinate desk and seating logistics and provide oversight for on-site events as needed.
Manage travel and expense reporting, team budgets, and confirmation of people-leader adherence to individual budget plans.
Maintain office-supply inventory with an expense-management focus.
Maintain filing systems for key documents and generate reports requested by the assigned leader.
Identify, measure, monitor, and control risks associated with business activities in accordance with risk and compliance policies and procedures.