Specialist, Administrative Support- 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.

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.

• 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.
• Learn and apply knowledge of collaboration tools including but not limited to Microsoft Teams, Office
  365, audio and video conferencing, and remote access.

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.

• 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.
• Potential travel with leaders to their team offsites may be required, serving as a networking, growth, and learning opportunity.
• Ability to adapt quickly and maintain composure in dynamic situations is essential.

Required:

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