Specialist, Administrative Support

Job Description

Your Opportunity

From the days of our founding by Chuck, Charles Schwab has always taken a technology-first approach in championing its mission of helping clients achieve their goals. Throughout our 40-year history, we have found new and innovative ways to leverage technology to meet the needs of individual investor clients and the advisors that serve them. Still, the pace of change in the world today requires that we continue to advance our digital transformation and accelerate the velocity of digital innovation at Schwab. We work differently than your traditional financial services firm, and we drive to change both how Schwab operates and the industry. Here is how Fast Company tells our story. Fast Company on Schwab

As we continue to build momentum on our digital transformation, we are looking for an executive assistant who will support the many of the teams managing this transformation. The Executive Assistant is responsible for providing administrative support to up to four Managing Directors (MDs), who are members of the Digital Planning and Advice, RPS Digital (DAPR) Senior Leadership Team.

DAPR is within Schwab’s Digital Services team. DAPR is responsible for the retail financial planning ecosystem (rep-assisted to digital self-directed planning), digital advice solutions (Schwab Intelligent Portfolios, Schwab Intelligent Portfolios Premium), Schwab Asset Management (manages solutions, and investment products) digital, and Retirement Plan Services digital platforms.

Workplace Flexibility Program: We're proud to support our employees in a working approach that allows you to bring your best self to work – whether that’s in the office or remote.

• Most Schwabbies have the opportunity to voluntarily work in the office or at home based on their preference, through the remainder of 2021.*
• When the firm is ready to fully return to the office, employees will have the flexibility of a hybrid work environment, spending some time working remote and some time in the office.
• Employees and managers can discuss and decide what works best for them, with additional flexibility available based on their role, business needs, and individual circumstances.

*Subject to change as Schwab is continually evaluating the current environment in order to best care for the safety and well-being of our employees.

What you are good at

The ideal candidate will be proactive, exhibit high standards, have excellent communication skills, take initiative, and prioritize daily tasks. This individual will provide administrative support to four MDs in various locations (2 in San Francisco, 1 in New Jersey, and 1 in Boston). Within a highly dynamic, challenging, and fulfilling environment, responsibilities include, but are not limited to:

• Management of multiple complex calendars including scheduling meetings, video conferences, trainings (off-site and/or internal) and group events
• Plan, coordinate and manage extensive travel arrangements to include transportation, lodging, dining, conference rooms, etc. As well as negotiate favorable terms with lodging and catering vendors
• Organizing group meetings, off-sites, and other social events for combined productivity and culture building
• Establish and maintain effective, cooperative, 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)
• Quarterly access list review, i.e., distribution lists, shared folders, etc.
• Work with vendor management for invoice processing, check requests, etc.
• Coordinate team and department staff meetings - manage agenda, technical setup, liaison with guest attendees, schedule conference rooms, order food, etc.
• Set up multi-person interview schedules for candidates for open roles reporting to MDs, arrange travel, manage expenses reimbursement, and coordinate with Schwab recruiting, as needed.
• Identify opportunities and offer suggestions on how to streamline existing admin processes
• Complete expense reports timely and accurately
• Ability to prioritize competing priorities
• Capture meeting notes and action steps
• Copying, filing, research and ordering supplies
• Coordinate special projects as they arise and develop

This is a summary only and duties and responsibilities may be changed from time to time, or over time

What you have

• Bachelor's degree preferred
• 5+ years administrative experience supporting executives
• Advanced proficiency in Microsoft Office and demonstrated strength in developing complex PowerPoint presentations
• 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
• Excellent planning, organizational and written/verbal communication skill
• Positive attitude, enthusiasm, professionalism and strong work ethic with high level of integrity and ethics
• Ability to develop and maintain strong partnerships and interpersonal business relationships
• Exercise discretion combined with poise and professionalism in all communication; Ability to maintain utmost confidentiality and use solid judgment regarding the handling of confidential information
• Proven ability to work in a fast paced team oriented environment across multiple locations and business groups

Colorado Compensation ​

Target Total Compensation – 53,100 – 81,300

Your actual pay will be based on your skills and experience -- talk with your recruiter to learn more.

Why work for us?

Own Your Tomorrow embodies everything we do! We are committed to helping our employees ignite their potential and achieve their dreams. Our employees get to play a central role in reinventing a multi-trillion-dollar industry, creating a better, more modern way to build and manage wealth.

Benefits: A competitive and flexible package designed to empower you for today and tomorrow. We offer a competitive and flexible package designed to help you make the most of your life at work and at home—today and in the future. Explore further.

Schwab is committed to building a diverse and inclusive workplace where everyone feels valued. As an Equal Opportunity Employer, our policy is to provide equal employment opportunities to all employees and applicants without regard to any status that is protected by law. Please click here to see the policy.

Schwab is an affirmative action employer, focused on advancing women, racial and ethnic minorities, 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 [email protected] or call 800-275-1281.

TD Ameritrade, a subsidiary of Charles Schwab, is an Equal Opportunity Employer. At TD Ameritrade we believe People Matter. We value diversity and believe that it goes beyond all protected classes, thoughts, ideas, and perspectives.