Administrative Assistant, Branch Network

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. 

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(s).

At Charles Schwab, we believe our work matters — to our clients, our communities, and each other. We’re looking for a highly organized and proactive Administrative Assistant to support leaders within the Branch Network. This position plays a key role in ensuring smooth daily operations, managing complex schedules, and coordinating large-scale meetings and events that connect our people and advance our mission.

In this role, you will:

• 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.
• Primary support to three or more Managing Directors, with additional ad‑hoc leader support as required.
• 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.
• Learn and apply knowledge of collaboration tools including but not limited to Microsoft Teams, Office365, audio and video conferencing, and remote access.

Event Planning and Travel Coordination:

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.

Work Environment:

• This position requires flexibility to respond to urgent inquiries outside of standard business hours, particularly related to travel delays or last-minute changes impacting leadership schedules.
• Occasional evening support may be necessary during major events, offsites, or high-profile meetings.
• Expected to periodically travel with leaders to team offsites, serving as a networking, growth, and learning opportunity.
• Ability to adapt quickly and maintain composure in dynamic situations is essential.

What you have

Required Qualifications:

• 5+ years of administrative experience supporting senior leaders; financial services or corporate environment preferred.

Preferred Qualifications:

• Administrative support experience in a Financial Services or Corporate environment
• 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.
• 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.
• Experience leveraging Microsoft 365 Copilot or similar AI productivity tools to streamline tasks and enhance efficiency.
• Responsible for managing and submitting expense and travel activity through the required MyExpense/Concur system.

In addition to the salary range, this role is also eligible for bonus or incentive opportunities.