Executive Assistant

About the role

We're seeking a driven and ambitious Executive Assistant to join our P&C Claims team. This role demands exceptional time management, strategic prioritization, and the ability to thrive in a fast-paced environment. The successful candidate will provide administrative support for three Claims Executives.

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.
• Proactively disseminates reminders to leaders and employees for upcoming deadlines, such as check-in completion, LMS training deadlines, or other urgent work deliverables.
• Maintains awareness on applicable intranet pages, messaging channels, leader communications, and other information platforms. 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.
• 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.
• Updates/submit 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. 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.
• Safeguards risks associated with business activities by identifying, measuring, monitoring, and controlling them in accordance with risk and compliance policies and procedures.

Requirements

• High School Diploma or General Equivalency Diploma.
• 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

• US military experience through military service or a military spouse/domestic partner.
• Extensive Executive Assistant experience with an array of administrative skills (e.g. managing email/calendars, coordinating meetings, expense management, employee events, executive communication, etc).
• Expert level experience supporting multiple executives that are both remote and in-person.
• Proactive management and ability to problem solve as it relates to multiple deadlines and the effective use of executive time.
• Ability to balance competing priorities and support heavy operational functions of several teams with an exceptional customer service mentality.
• Proven working proficiency with Concur and Budget management.
• Advanced proficiency with Microsoft Office applications (e.g., Outlook, Excel, Word, Power Point, Slack) to include project coordination skills and experience utilizing SharePoint and BOX.
• Experience coordinating meetings using virtual remote meeting media & technology (i.e. Zoom/Microsoft Teams).
• Ability to work Overtime including some evening and weekend work.

Skills

• Exceptional time management and strategic prioritization.
• Strong interpersonal and communication skills.
• Advanced proficiency with Microsoft Office applications.
• Proactive management and problem-solving abilities.
• Effective collaboration and coordination skills.
• Attention to detail and accuracy.

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.

Pay

The salary range for this position is: $63,590- $121,530.

Schedule

This position can be based in San Antonio, TX, or Chesapeake, VA. Relocation assistance is not available for this position.