Charles Schwab · 5 days ago
Specialist, Administrative Support- Branch Network
Westlake, TX
Full-time
Hybrid
Senior Level
5+ years expCharles Schwab is a leader in the finance industry, dedicated to empowering employees to make an impact. They are seeking a highly organized and proactive Administrative Assistant to support leaders within the Branch Network by managing schedules, coordinating meetings and events, and ensuring smooth daily operations.
Financial Services
Responsibilities
Provide comprehensive administrative support to executive and senior leaders, including managing calendars, scheduling meetings, preparing correspondence, and handling confidential information with discretion. Highly responsive to invites and requests for meeting planning, often in less than 24 hours, frequently involving multiple executive calendars
Anticipate needs and take initiative to streamline processes, manage competing priorities, and ensure leaders are prepared for meetings and deliverables
Organize personal requirements, such as coordinating travel time between meetings and scheduling necessary breaks throughout the day for each leader. Proactively manage scheduling for Managing Directors during travel and arrange 1:1 sessions with key business partners. Oversee and coordinate logistics for meetings as required (including individual schedules and meeting rooms/facilities)
Collaborate effectively with fellow Administrative Assistants to organize meetings and events for leaders within the firm and with external stakeholders. Calendar management may involve meetings with other Schwab executives participating in those events
Serve as the primary liaison for internal partners and external vendors, maintaining strong, professional relationships
Support department communications, project coordination, and process improvements
Travel and Expense Reporting responsibilities, including but not limited to corporate credit card management and processing expense reports via Concur
This role carries significant event planning and travel coordination responsibilities. The Administrative Assistant will plan, organize, and execute leadership meetings, conferences, and regional/team offsites. Key responsibilities include:
Coordinating small to mid-size team gatherings, often in other regions, including arranging group transportation and group hotel accommodations (corporate room blocks), organizing restaurant reservations and team-building activities and managing event registration and attendee communications
Researching venues, negotiating contracts, and managing logistics for events of varying scale and complexity
Coordinating vendor relationships, catering, transportation, and audiovisual needs
Developing event budgets, tracking expenses, and ensuring cost efficiency
Managing travel arrangements for executives and large teams, including domestic itineraries
Ensuring a seamless experience for participants through proactive planning and on-site support
Qualification
Required
5+ years of administrative experience supporting senior leaders; financial services or corporate environment preferred
Experience leveraging Microsoft 365 Copilot or similar AI productivity tools to streamline tasks and enhance efficiency
Demonstrated experience managing business meetings, including multi-day programs and regional gatherings
Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with Teams and WebEx
Preferred
Ability to work in a fast-paced, team-oriented environment across multiple locations and business groups
Outstanding interpersonal skills, maintaining composure in stressful situations and under tight deadlines
Excellent verbal and written communication skills, with strong planning and organizational abilities
Strong time management skills, with the ability to manage multiple priorities in a fast-paced environment
Demonstrated self-starter with curiosity, sense of urgency, and ability to work effectively whether in the office or remote
Ability to maintain utmost confidentiality using solid judgment regarding sensitive information
Initiative and results-focused approach to deliver outstanding quality and timeliness while working independently
Flexibility and adaptability to changing priorities with the ability to anticipate and improvise
Ability to develop and maintain strong partnerships and interpersonal business relationships
Benefits
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
Company
Charles Schwab
We have plans for every turn you take.
10001+ employees
H1B Sponsorship
Charles Schwab has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (579)
2024 (468)
2023 (455)
2022 (705)
2021 (483)
2020 (282)
Funding
Current Stage
Late StageLeadership Team
J
Jim McGreevy
Senior Project Manager
Recent News
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