Executive Assistant

Job Description

Your Opportunity

Charles Schwab Asset Management Technology is part of the Schwab Technology Services (STS) organization which is responsible for the company’s use of information technology including all telecommunications, operations and client and business applications.

SAMS Technology is aligned to support the technology needs of Schwab Asset Management Solutions (SAMS) which is a new Schwab organization that unites money management, research, and asset management platforms for mutual funds, exchange-traded funds (ETFs), managed accounts, alternative investments and insurance. With over $500B in assets under management, SAMS is the 3rd largest provider of index funds and the 7th largest provider of money market funds and 5th largest ETF provider.

Charles Schwab Technology Services provides information technology services to all Schwab businesses including Infrastructure Services, Information Security, Application Development and Integration.

What you’re good at

You will provide administrative support to four Vice Presidents in the following enterprises:

• SAMS Technology
• Infrastructure Services
• Cloud Infrastructure and Infrastructure Design
• Service Operations

Within a highly dynamic, significant, and fulfilling environment, responsibilities include, but are not limited to:

• Managing multiple complex calendars including scheduling meetings, video conferences, trainings (off-site and/or internal) and group events
• Coordinating across the executive administration team enabling executive leadership, committee and board meetings
• Passionate about planning and leading extensive travel itineraries to include transportation, lodging, dining, conference rooms, etc. and negotiate favorable terms with vendors
• Organizing group meetings, off-sites, and other social events for combined productivity and culture building
• Establish and maintain effective, collaborative and professional business relationships with all levels of management, employees and key business partners
• Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities
• Assist with administration of new employees (supplies, system access and general onboarding)
• Find opportunities and offer suggestions on how to streamline existing admin processes
• Completes expense reports timely and accurately
• Ability to handle multiple tasks with contending priorities
• Capture meeting notes and action steps
• Invoice and contract processing
• Copying, filing, faxing, research and ordering supplies
• Coordinate special projects as they arise and develop

What you have

• At least 7-10 years of executive/administrative assistance experience
• Bachelor degree is preferred
• Situational perception, a strong work ethic and be a high-energy, self-motivated professional
• Ability to foresee potential challenges and demonstrate dedicated resolution before issues arise
• Ability to exercise discernment regarding information which may be confidential or material, non-public
• Excellent people skills, customer service skills and effective written and verbal communication skills
• Thrive in a dynamic environment - be flexible, and willing to help outside of usual duties
• Ability to work collaboratively as part of an office team is a key success driver
• Proficiency in Microsoft Office

Personal Characteristics

• Shows a commitment to high ethical standards and integrity and demonstrates this through action
• Excellent written communication, presentation and facilitation skills with experience preparing reports to executive management and boards
• Inquisitive, analytical, a strategic thinker, proactive and solutions-oriented
• High-energy, positive, entrepreneurial in spirit while goal-oriented and results-driven
• Self-starter; takes initiative and can work independently
• Well-organized and disciplined with high attention to detail
• Flexible and adaptable working with various business domains

Direct, plain-spoken; conveys a genuine/authentic demeanor