Executive Assistant (Military Affairs)

📋 Description

• • Provide comprehensive and proactive administrative support to multiple members of the Executive Management Group (EMG) within the Military Affairs team, ensuring the seamless coordination of their daily activities and thorough preparation for their responsibilities.
• • Masterfully manage complex calendars and schedules for assigned executives, anticipating needs, resolving conflicts, and prioritizing appointments to optimize executive time and productivity.
• • Efficiently handle and filter incoming communications, including emails and calls, prioritizing urgent matters and drafting responses or flagging items for executive attention, while maintaining a high degree of confidentiality.
• • Collaborate closely with EMG members to understand, prioritize, and organize daily activities and responsibilities, ensuring alignment with overarching goals and objectives.
• • Proactively identify key topics and information that require executive focus, translating these into prioritized meeting agendas, email management strategies, and essential data preparation.
• • Offer effective challenge and strategic input to preserve executive time and ensure focus on high-impact activities.
• • Prepare, update, and ensure the accuracy and compliance of presentations, adhering to USAA's presentation standards.
• • Draft internal communications, memos, and other materials on behalf of executives for dissemination to various audiences, including department leaders, employees, key stakeholders, and business partners.
• • Prepare and manage correspondence on behalf of EMG members, ensuring all information is handled with the utmost confidentiality and professionalism.
• • Maintain a keen awareness of relevant intranet pages, messaging channels, leader communications, and other information platforms to ensure executives and their teams are well-informed.
• • Proactively disseminate reminders to leaders and employees regarding upcoming deadlines, such as check-in completions, mandatory training, or critical work deliverables, ensuring timely completion.
• • Coordinate and manage meetings, including creating agendas, taking detailed minutes, documenting action items, managing attendee lists, and ensuring clear meeting objectives.
• • Secure necessary content and coordinate logistics for meetings, ensuring all participants are prepared and aligned.
• • Foster a positive team culture by proactively coordinating employee 1:1s, staff meetings, skip-level meetings, and other essential connection points, creating positive employee experiences.
• • Partner with hiring managers to enhance the employee experience by proactively planning and executing the onboarding of new EMG members or other team personnel.
• • Develop and implement effective transition plans for incoming Executive Assistants or EMG members to ensure a smooth and minimal-impact handover.
• • Maintain and update organizational charts by the first of each month and update distribution lists within one business day of employee hires or exits.
• • Ensure new hires are promptly provided with access to necessary resources and gain a comprehensive understanding of department-wide operations and processes.
• • Coordinate desk and seating logistics for employees and provide oversight for on-site events, contributing to a well-organized work environment.
• • Manage travel arrangements and process expense reports accurately and efficiently, ensuring timely submission and adherence to company policies.
• • Oversee and manage the team budget, confirming people leader adherence to individual budget plans and providing financial oversight.
• • Maintain an organized filing system for key documents and generate requested reports for assigned EMG members.
• • Ensure all business activities are conducted in accordance with risk and compliance policies and procedures, effectively identifying, measuring, monitoring, and controlling associated risks.
• • Uphold USAA's core values of honesty, integrity, loyalty, and service in all interactions and responsibilities.