Executive Assistant - Technology Audit

USAA•Charlotte, NC

3d•Hybrid

About The Position

As a dedicated Executive Assistant, you will be the cornerstone of support for the Vice President of Technology Audit, expertly managing their schedule, communications, and travel arrangements. You will ensure seamless operations by coordinating meetings, preparing materials, and maintaining meticulous records, acting as a trusted point of contact within the Technology Audit space. Your proactive approach will help prioritize tasks, anticipate needs, and contribute to the achievement of departmental goals. You will safeguard confidential information and foster positive employee experiences through effective onboarding and event coordination. This role offers the opportunity to significantly impact efficiency and success, demanding exceptional organizational skills and a dedication to excellence. We offer a flexible work environment that requires an individual to be in the office 4 days per week. This position will be based in our Charlotte, NC office location. The USAA Charlotte campus is located at 200 West Blvd, Charlotte, NC 28203, in the South End district. This office is situated in The Square at South End. 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 demanding 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 as an Executive Assistant within a Technology Audit or similar technical environment, with an understanding of industry-specific terminology.
Proficiency in Concur for travel and expense management.
Demonstrated experience with detailed expense reporting and budget tracking.
US military experience through military service or a military spouse/domestic partner.

Responsibilities

Delivers administrative support to the assigned Executive Leader through management of schedule/calendar, emails, call routing, and ensuring appropriate record retention.
Coordinates activities and ensures timely information flow for the assigned Executive Leader.
Collaborates with the Executive Leader to understand, prioritize, and organize daily activities/responsibilities to meet deadlines and deliver on Executive Leader goals/objectives.
Identifies key topics to prioritize meeting planners, emails, people, and data.
Delivers effective challenge to preserve the Executive Leader's time.
May prepare/update presentations, ensuring 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.
Prepares correspondence on behalf of the Executive Leader.
Ensures information to and from the Executive Leader is treated with the appropriate level of confidentiality.
Maintains awareness of 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 the Executive Leader's calendars to coordinate meetings and ensure the leader/team is aligned with all aspects of meetings.
Creates agendas, 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 Executive Leader's organization.
Prioritizes employee 1:1s, staff meetings, skip levels, and other connection points.
Creates positive experiences for employees through coordination.
Partners with the hiring manager to improve the employee experience by proactively planning and onboarding new Executive Leaders or other team members.
Collaborates to formulate an effective transition plan that minimizes/eliminates a negative impact for the incoming EA/Executive Leader relationship.
Updates/submits organizational charts prior to the 1st of the month and updates 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 the team budget and confirms people leader adherence to individual budget plans.
Maintains inventory of office supplies with an expense management-focused mindset.
Maintains a filing system for key documents.
Generates reports requested by the assigned Executive Leader.
Ensures risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures.