Executive Assistant

About the role

The Executive Assistant provides high-level administrative support to multiple members of the Member Value Orchestration team (EMG), directly supporting the Chief of Staff, First Line Risk, and Portfolio Management group. This role is responsible for coordinating daily business activities, managing calendars, arranging meetings, coordinating travel, and responsible for budgeting supply expenses.

Responsibilities

• Delivers administrative support to assigned EMG through management of schedule/calendar, emails, call routing and ensuring appropriate record retention.
• 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.
• Maintains 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.
• Makes sure EMG calendars are coordinated to 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.
• 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.
• Pairs 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.
• Updates/submit organizational charts prior to the 1st of the month and update distribution lists within one business day of employee hire/exit.
• Safeguards new hires' 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. Additionally, manages team budget and confirms people leader adherence to individual budget plans.
• Maintains inventory of office supplies with an expense management focused mindset. 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.

Requirements

• 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.

Qualifications

• Leveraged resourcefulness and strong problem-solving abilities to anticipate executive needs, resolve issues proactively, and ensure seamless daily operations.
• Maintained advanced proficiency in Microsoft Outlook and Microsoft Teams, utilizing the latest features to coordinate complex schedules, manage communications, organize virtual meetings, and enhance team collaboration.
• Adapted quickly to changing business priorities, organizational processes, and technology updates, ensuring continuous support and operational efficiency during periods of change.

Skills

• Resourcefulness
• Problem-solving
• Outlook proficiency
• Microsoft Teams proficiency
• Adaptability

Benefits

• 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
• Variety of wellness programs
• Career path planning and continuing education