Executive Assistant (Government Relations)

Why USAA?

At USAA, our mission is to empower our members to achieve financial security through highly competitive products, exceptional service and trusted advice. We seek to be the #1 choice for the military community and their families.

Embrace a fulfilling career at USAA, where our core values – honesty, integrity, loyalty and service – define how we treat each other and our members. Be part of what truly makes us special and impactful.

We are proud to support active-duty military spouses. USAA roles may offer remote or hybrid flexibility for active-duty military spouses consistent with applicable policy and business needs.

The Opportunity

We are currently seeking an experienced Executive Assistant for our Government Relations team in Washington, DC.

As a dedicated Executive Assistant, you will serve as the Executive Assistant to the Senior Vice President and Head of Government Relations for USAA. The position is responsible for coordinating day-to-day activities, managing executive schedules, facilitating external and internal communications, and ensuring the Head of Government Relations is well-prepared to effectively meet their responsibilities and business objectives.

This position will be based in Washington, DC at the USAA office on One Constitution Avenue, NE.  

We offer a flexible work environment that requires an individual to be in the office 4 days per week.

Relocation assistance is not available for this position.

What you'll do:

• Delivers administrative support to assigned executives 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 executives to understand, prioritize and organize daily activities/responsibilities to meet deadlines and deliver on goals/objectives. Identifies topics that translate into prioritizing meeting planners, emails, people, and data. Delivers effective challenge to preserve executive time.
• Prepare 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, prepares correspondence on behalf of executive. Ensure information to and from 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 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 executive’s organization. Prioritize employee 1:1's, staff meetings, skip levels, and other connection points. Creates positive experiences for employees through coordination.
• Partner with hiring manager to improve employee experience by proactively planning and onboarding new team members. Collaborates to formulate an effective transition plan.
• Additionally, update/submit organizational charts prior to the 1st of the month and update distribution lists within one business day of employee hire/exit.
• Ensure new hires are provided with 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. Generate reports requested by assigned leader.
• Ensure risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures.

What you have:

• High School Diploma or General Equivalency Diploma.
• Seven years of directly related work experience providing administrative support to executives or leadership teams.
• Proficient in Windows, MS Word, Excel, Outlook, PowerPoint, and Adobe, Publisher.
• Proficiency in Concur Travel Management System
• 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.

What sets you apart:

• Ten years of experience providing executive-level support to senior leaders and executive stakeholders within a large financial services or highly matrixed organization, including supporting Government Relations, Public Affairs, Legislative Affairs, or similar functions through coordination of administrative activities, executive communications, and day-to-day operations.
• Experience serving as a liaison between executives and internal/external stakeholders, driving strategic initiatives, facilitating cross-functional collaboration, managing complex executive calendars and competing priorities, and handling sensitive/confidential information with sound judgment, discretion, and a proactive approach to anticipating leadership needs in a fast-paced environment.
• Demonstrated expertise planning and coordinating executive onsite and virtual meetings, events, and engagements, including logistics, agendas, meeting materials, room setup, technology requirements, catering, and coordination with Facilities, Security, and external vendors to ensure flawless execution.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Excel, PowerPoint, Zoom, Box, and Concur Travel & Expense, with experience creating executive-ready presentations, reports, briefing materials, travel itineraries, expense management documentation, and communications for senior leadership audiences.
• US military experience gained through military service or gained as a military spouse / domestic partner.

Compensation range: The salary range for this position is: $63,590.00 - $121,530.00

USAA does not provide visa sponsorship for this role. Please do not apply for this role if at any time (now or in the future) you will need immigration support (i.e., H-1B, TN, STEM OPT Training Plans, etc.).

Compensation: USAA has an effective process for assessing market data and establishing ranges to ensure we remain competitive. You are paid within the salary range based on your experience and market data of the position. The actual salary for this role may vary by location.

Employees may be eligible for pay incentives based on overall corporate and individual performance and at the discretion of the USAA Board of Directors.

The above description reflects the details considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.

Benefits: At USAA our employees enjoy best-in-class benefits to support their physical, financial, and emotional wellness. These benefits include 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, and various wellness programs. Additionally, our career path planning and continuing education assists employees with their professional goals.

For more details on our outstanding benefits, visit our benefits page on USAAjobs.com.

Applications for this position are accepted on an ongoing basis, this posting will remain open until the position is filled. Thus, interested candidates are encouraged to apply the same day they view this posting.

USAA is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.