Your opportunity
At Schwab, you're empowered to make an impact on your career. Here, innovative thought meets creative problem solving, helping us "challenge the status quo" and transform the finance industry together.
The Administrative Assistant is responsible for providing administrative support to multiple Managing Directors, who are members of the Retail Network senior leadership team. The ideal candidate will be proactive, exhibit high standards, have excellent communication skills, take initiative, and prioritize daily tasks.
Schwab's Retail Network is part of the broader Investor Services organization and is primarily responsible for providing advice and counsel to individuals and families regarding their financial needs, including retirement planning, education planning, investment management, estate planning, active investing, managed investing, banking and lending. To learn more about our client offerings visit: Charles Schwab - Investor Services (https://www.aboutschwab.com/what-we-do) .
What you are good at:
Calendar Management
Oversee calendar for scheduling challenges and working to resolve issues quickly and effectively with clear communication to all affected parties
Work closely with other Administrative Assistants to plan meetings and events for leaders across the firm and with external parties. Calendar management can include meetings with other Schwab executives involved in those events
Highly responsive to invites and requests for meeting planning, often in less than 24 hours, frequently involving multiple, heavy executive calendars
Ensure regular cadence of 1:1 with MDs' directly reporting individuals and Business Partners
Run scheduling of Leadership meetings with directly reporting individuals and setting up Special Topics and All Hands meetings for Branch employees
Advise your Managing Directors of any impacts they should be aware of that come from meeting with the other Administrative Assistants, such as upcoming software changes, executive visits, etc.
Proactively planning for personal needs, including arranging for travel time between meetings and blocking needed breaks throughout the day for each leader
Coordinate, schedule and attend various meetings; compile, prepare, revise and edit related notices, agenda items, and supporting documents for a variety of other administrative meetings; prepare and send out notices of meetings and other events; collect, compile and evaluate information for meetings; take, transcribe and distribute minutes when needed
Running logistical details for meetings, including room reservations, video conference set up and order and coordinate meals and snacks for meetings
Learning and applying knowledge of collaboration tools including but not limited to Microsoft TEAMs, Office365, audio and video conferencing, and remote access
Assist with planning travel and meeting logistics related to workshops that can include onsite and offsite requirements
Actively handle scheduling for Managing Directors when travelling to meetings and setup 1:1's with key business partners. Lead and Coordinate logistics for meetings when needed (individual schedules and meeting rooms/facilities)
Travel & Expense Management
Handle MD Travel - research travel costs prior to booking as needed:
Book travel - flight/hotel/car
Schedule transportation to/from airport as requested
Create travel itinerary - include dates/times/confirmation numbers/contact info (if required)
Maintain Leadership OOO schedule and update/distribute weekly
Follow-up with Travel vendor if there are any issues or travel changes
Submit expense reports after every trip (within a week)
Assist with expense reports for MD Direct Reports as requested
Reporting & Administrative Tasks
Prepare materials using an array of tools including Excel, Word, PowerPoint and Visio. Maintain organization chart, and maintain team's contact lists, birthdays, et.
Create UPS shipping documents and prepare packages for shipping as requested
Lead and coordinate team events as needed, including logistical details, food/beverage orders, transportation (when needed), reservations and event planning details
Oversee organization and ordering of office supplies in multiple locations
Coordinate quarterly employee recognition gifts
Handle purchasing responsibilities as requested following Schwab guidelines and corporate credit card best practices
New Interview / Hire Onboarding and Setup
Assist with scheduling interviews with teams as needed
Plan and process travel arrangements for job candidates (if required)
What you have
Required Qualifications:
5-10 years administrative assistant experience, including travel planning and expense support
Demonstrated self-starter with curiosity, sense of urgency, and ability to work with utmost effectiveness
Able to overcome technical challenges and work quickly with Schwab's National Service Desk and support teams to resolve them, for self and others you support
Ability to maintain utmost confidentiality using solid judgment regarding the handling of confidential information and engaging in conversations
Initiative and results-focused ability to deliver outstanding quality and timeliness, while working independently with little supervision
Flexibility and adaptability to changing priorities with the ability to anticipate and improvise
Outstanding social skills, maintaining composure in stressful situations, and while working under target date pressures
Ability to work on a variety of projects simultaneously
Excellent verbal and written communications skills with all levels of the organization including excellent planning and organizational skills
Ability to develop and maintain strong partnerships and interpersonal business relationships
Ability to exercise exceptional judgment regarding information which may be confidential or non-public
Demonstrated strength with multi-tasking and prioritizing work with a strong attention to detail
Positive attitude, enthusiasm, displays professionalism and strong work ethic with high level of integrity and ethics
Exercise discretion combined with poise and professionalism in all communication
Ability to work in a fast-paced team-oriented environment across multiple locations and business groups
Advanced proficiency in Microsoft Office Suite, Workday, Ariba, and Concur
Preferred Qualifications:
Outgoing personality, energetic, enthusiastic, positive, and supportive behaviors that help energize the team, keep people connected, and build teamwork
Outstanding social skills, maintaining composure in stressful situations, and while working under target date pressures
What's in it for you
At Schwab, we're committed to empowering our employees' personal and professional success. Our purpose-driven, supportive culture, and focus on your development means you'll get the tools you need to make a positive difference in the finance industry. Our Hybrid Work and Flexibility approach balances our ongoing commitment to workplace flexibility, serving our clients, and our strong belief in the value of being together in person on a regular basis.
We offer a competitive benefits package that takes care of the whole you - both today and in the future:
401(k) with company match and Employee stock purchase plan
Paid time for vacation, volunteering, and 28-day sabbatical after every 5 years of service for eligible positions
Paid parental leave and family building benefits
Tuition reimbursement
Health, dental, and vision insurance
CO Salary Range: USD $44,900 - $85,000 / Year
What's in it for you:
At Schwab, we're committed to empowering our employees' personal and professional success. Our purpose-driven, supportive culture, and focus on your development means you'll get the tools you need to make a positive difference in the finance industry. Our Hybrid Work and Flexibility approach balances our ongoing commitment to workplace flexibility, serving our clients, and our strong belief in the value of being together in person on a regular basis.
We offer a competitive benefits package that takes care of the whole you - both today and in the future:
401(k) with company match and Employee stock purchase plan
Paid time for vacation, volunteering, and 28-day sabbatical after every 5 years of service for eligible positions
Paid parental leave and family building benefits
Tuition reimbursement
Health, dental, and vision insurance
Schwab is an affirmative action employer, focused on employing and advancing in employment, qualified women, racial and ethnic minorities, protected veterans, and individuals with disabilities in the workplace. If you have a disability and require reasonable accommodations in the application process, contact Human Resources at applicantaccessibility@schwab.com or call 800-275-1281.
