Executive Assistant supporting CPO and Product VPs at Trainline. Managing agendas, travel, and correspondence in a hybrid role.
About the role
- Executive Assistant at USAA providing administrative support to the CIO and other executives. Managing schedules, coordinating meetings, and ensuring communication flow effectively.
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
- Additionally, drafts internal communications and other materials on behalf of the leader to share with a variety of audiences including department leaders, employees, key collaborators, 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, handles 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
- Handles 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 approach
- 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
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