Administrative Assistant - Investor Services | Charles Schwab

Your Opportunity The Administrative Assistant is responsible for providing administrative support to three Managing Directors, who are members of the Branch Network organization 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. Calendar Management

• Highly responsive to invites and requests for meeting planning, often in less than 24 hours, frequently involving multiple executive calendars.
• Learning and applying knowledge of collaboration tools including but not limited to Microsoft TEAMs, Office365, audio and video conferencing, and remote access.
• 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.
• 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.
• Assist with planning travel and meeting logistics related to workshops that can include onsite and offsite requirements.
• Proactively planning for personal needs, including arranging for travel time between meetings and blocking needed breaks throughout the day for each leader
• Actively handle scheduling for Managing Directors when travelling to meetings and setup 1:1s with key business partners. Lead and Coordinate logistics for meetings when needed (individual schedules and meeting rooms/facilities)
• 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
• 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.
• Running logistical details for meetings, including room reservations, video conference set up and order and coordinate meals and snacks for meetings.

Travel & Expense Management

Handle MD Travel (and Direct Reports as requested) – 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, phone lists and financial summaries
• 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
• Works closely with the DMEs on agendas, collaboration and support for general engagement and alignment
• Oversee organization and ordering of office supplies in multiple locations
• 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
• Assist with the onboarding process of new hires as needed, including ordering equipment, scheduling badging/security clearance, and setting up office area for start date
• Handle access to shared departmental drives, folders and printers; mobile and desk phone needs, supplies, etc.
• Plan and process travel arrangements for job candidates and new hires as needed.

What you have

• Must have 5-10 years administrative assistant experience (travel planning and expense support a requirement)
• Outgoing personality, energetic, enthusiastic, positive, and supportive behaviors that help energize the team, keep people connected, and build teamwork
• Demonstrated self-starter with curiosity, sense of urgency, and ability to work with utmost effectiveness whether in the office or remote
• Must have excellent verbal and written communications skills with all levels of the organization including excellent planning and organizational skills
• 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
• 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