USAA

Executive Assistant – P&C Marketing

USAA

full-time

Posted on:

Location Type: Hybrid

Location: San Antonio • Texas • United States

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Salary

💰 $63,590 - $114,450 per year

About the role

  • 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
  • Ensures accuracy and compliance with USAA presentation standards
  • Additionally, 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
  • In addition, 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
  • Additionally, 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
  • Additionally, 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

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
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
  • various wellness programs
  • career path planning and continuing education
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementdata retrievalpresentation softwarespreadsheetsword processingreport generationexpense reportinginventory managementdocument filingmeeting coordination
Soft Skills
relationship buildingcommunicationattention to detailorganizational skillstime managementcollaborationproblem-solvingproactive planningconfidentialityteam culture awareness
Certifications
High School DiplomaGeneral Equivalency Diploma