Role Overview

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

Executive Assistant III, CEO

About this role