Executive Assistant Jobs in San Antonio, TX

About The 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

• 2+ years of experience directly supporting senior leaders within a large organization.
• Extensive experience with core administrative responsibilities, including managing complex calendars, coordinating meetings, expense management, executive communications, and team events.
• Experience supporting executives who engage with or serve on a Board of Directors, including preparation of materials and coordination of board-related activities.
• Proven experience coordinating and communicating with external stakeholders, including senior leaders, clients, and partners.
• Demonstrated ability to problem solve, show initiative, anticipate needs, and execute with accuracy and timeliness in a fast-paced environment.
• Advanced proficiency with Microsoft Office applications (Excel, Word, PowerPoint).
• Experience coordinating meetings using virtual meeting technology (e.g., Zoom).
• Experience planning, organizing, and executing team events.
• Strong proficiency with Concur.
• Commitment to continuous learning and professional growth.

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, 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.
• 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.

Benefits

• Comprehensive medical, dental and vision plans
• 401(k)
• Pension
• Life insurance
• Parental benefits
• Adoption assistance
• Paid time off program with paid holidays
• 16 paid volunteer hours
• Various wellness programs
• Career path planning
• Continuing education