Executive Assistant – Property and Casualty Claims

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