Administrative Assistant

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. 

Schwab Advisor Services (AS) is the industry leader in providing custody, trading, technology, and practice management services to independent advisory firms. In Advisor Services, Registered Investment Advisors (RIAs) and their clients are at the center of everything we do. We have built our business on serving the needs of RIAs and advancing an industry that helps them and their clients thrive.  We understand their needs and work side by side providing the support they need to help them manage their firm and meet their goals.

Advisor Wealth Services is seeking an Administrative Assistant to provide administrative support to organizational leaders within the Enterprise Services, Specialty Services, and Trading and Platform Support Teams. This job will be located at Schwab’s headquarters in Westlake, TX and requires strong administrative and time management skills with good planning and scheduling proficiencies. Strong ability to judge what needs urgent attention, confidentiality, priority and delegation is essential. The job requires flexibility, diplomacy and a proactive approach.

Scheduling and Clerical Support: The Administrative Assistant is responsible for calendar management, scheduling phone calls and arranging in-person meetings, both for internal and external participants. This includes coordinating with other Assistants to manage schedules for meetings with Senior Leaders and the Executive Management team.

Expenses and Travel: The person in this position will arrange travel and compile expense reports. They will work with vendor management for invoice processing or reimbursement. They may also set up Purchase Orders or expense payments as needed for vendors.

Support Team: The Administrative Assistant demonstrates team spirit as a representative of the Advisor Wealth Services organization. They must develop and maintain strong working relationships with other personnel throughout our organization, particularly with other administrative assistants.  They may serve as back-up to other administrative assistants when they are on leave or vacation and must be flexible and ready to assist with special projects as needed.

Planning: The position requires time management skills and the capacity for setting priorities and handling any ad hoc requirements. This may also include reserving locations or hoteling facilities, organizing catering and providing assistance for senior leader offsites, team social events and meetings, and training.

Communications: This position facilitates internal and external communication through phone calls, agendas, letters and scheduling appointments. The Administrative Assistant may produce basic PowerPoint presentations for the team. The position will include preparing and delivering materials in advance of meetings.

What you have

 To ensure that we fulfill our promise of " challenging the status quo " this role has specific qualifications that successful should have.

 Required Qualifications: 

• 3+ years of administrative assistant experience, preferably in financial services industry.
• Strong organizational and administrative skills, as well as a high degree of accuracy and careful attention to detail.
• Ability to deal with sensitive and confidential information with diplomacy and discretion
• Ability to manage multiple and changing priorities, while maintaining a positive and professional attitude.
• High level of proficiency in PowerPoint, Word, Excel and Microsoft Outlook.
• Demonstrated excellent verbal and written communication, plus strong interpersonal skills.
• Must have experience interacting with internal and external individuals at all levels, including senior executives, clients and vendors.
• Strong work ethic and a “can do” attitude; proactive and supportive of team leaders and its members.
• Ability to work under pressure to meet deadlines, including a willingness to work overtime if situation calls for it.

 Preferred Qualifications:

• Bachelor’s degree (preferred), or equivalent experience.

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