Administrative Assistant, Compliance

Your opportunity

At Schwab, you’re empowered to make an impact on your career. Here, innovative thought meets creative problem solving, helping us “challenge the status quo” and transform the finance industry together.

The Administrative Assistant is responsible for providing administrative support to up to four Managing Directors, who are members of the Compliance senior leadership team. The ideal candidate will be proactive, exhibit high standards, have excellent communication skills, take initiative, and prioritize daily tasks.

Schwab’s Compliance department is part of the broader Corporate Risk Management 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. 

We believe in the importance of in-office collaboration and fully intend for the selected candidate for this role to work on site in the specified location.

What you are good at:

Calendar Management

• Highly responsive to invites and requests for meeting planning, often in less than 24 hours, frequently involving multiple, heavy 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 1:1'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
• 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 – 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)
• Follow-up with Travel vendor if there are any issues or travel changes
• Submit expense reports after every trip

Reporting & Administrative Tasks

• Prepare materials using an array of tools including Excel, Word, PowerPoint and Visio. Maintain organization chart, and maintain team’s contact lists, birthdays, et. 
• 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
• 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
• Plan and process travel arrangements for job candidates (if required).

What you have

Required skills

• 5-10+ years administrative assistant experience (travel planning and expense support a requirement)
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Preferred skills

• Ability to maintain utmost confidentiality using solid judgment regarding the handling of confidential information and engaging in conversations
• 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 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
• Demonstrated strength with multi-tasking and prioritizing work with a strong attention to detail
• Ability to work in a fast-paced team-oriented environment across multiple locations and business groups
• Prior experience with Workday, Ariba, and Concur systems
• Additional certifications, such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS)