Executive Assistant acting as trusted extension of CEO and CFO at American Addiction Centers. Managing executive scheduling, communications, and program management in a hybrid role.
About the role
- Executive Assistant providing high-level administrative support to multiple executives at USAA. Responsible for coordinating schedules, communications, and ensuring smooth operations within the Executive Management Group.
Responsibilities
- Performs administrative support for multiple members of the Executive Management Group (EMG)
- Ensures day-to-day activities are coordinated and EMG members are prepared for responsibilities
- 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
- Drafts internal communications and other materials on behalf of the leader to share with a variety of audiences
- 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
- 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
- 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
- Updates/submit organizational charts prior to the 1st of the month and update distribution lists
- Manages travel and expense reporting timely and effectively
- Maintains inventory of office supplies with an expense management focused mindset
Requirements
- High School Diploma or General Equivalency Diploma required
- 4 years directly related work experience
- Proficient in Windows, MS Word, Excel, Outlook, PowerPoint, Word, Excel, 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
Job title
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Experience level
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Location requirements
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