Executive Assistant providing proactive support for senior executives at Barclays. Managing schedules, correspondence, and facilitating meetings while ensuring efficient operations and strategic focus.
About the role
- Executive Assistant providing admin support for the Go-to-Market team at USAA in San Antonio, TX. Requires excellent organizational skills and ability to thrive in fast-paced environment.
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 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.
- 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
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