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.
What you'll do: **?
Calendar Management**
Highly responsive to invites and requests for meeting planning, often in less than 24 hours, frequently involving multiple executive calendars.
Strategically managing calendars, serve as a thoughtful partner with MDs in optimizing their time.
Proactively review for scheduling challenges and 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.
Proactively planning for personal needs, including arranging 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 1:1's 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 support 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
Learning and applying knowledge of collaboration tools including but not limited to Microsoft TEAMs, Office365, audio and video conferencing, and remote access.
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
Assist with planning travel and meeting logistics related to workshops that can include onsite and offsite requirements
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
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
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
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
Required qualifications
5-10 years administrative assistant experience (travel planning and expense support a requirement)
Ability to work in a fast-paced team-oriented environment across multiple locations and business groups
Outgoing personality, proactive, energetic, enthusiastic, positive, and supportive behaviors that help energize the team, keep people connected, and build teamwork
Positive attitude, enthusiasm, displays professionalism and strong work ethic with high level of integrity and ethics
Demonstrated self-starter with curiosity, sense of urgency, and ability to work with utmost effectiveness whether in the office or remote
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
Exercise discretion combined with poise and professionalism in all communication
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.
Advanced proficiency in Microsoft Office Suite
What's in it for you
At Schwab, you're empowered to shape your future. We champion your growth through meaningful work, continuous learning, and a culture of trust and collaboration-so you can build the skills to make a lasting impact. 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
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.
