Administrative Support Specialist

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. Here, we believe our work matters — to our clients, our communities, and each other.

Operational Services is a centralized firm function that supports client experience and execution of financial services activities for Schwab Advisor Services, Schwab Workplace and Schwab Investor Services. Our businesses are responsible for client support and processing activities across Schwab’s products and offerings. We balance our commitment to efficiency and scale with delivering best in class experience for our clients. In Operational Services, we power the moments that matter.

We’re looking for a highly organized and proactive Administrative Assistant to support the Head of Retirement Operations within Operational Services and several other Managing Directors. This position plays a key role in ensuring smooth daily operations, managing complex schedules, and coordinating meetings that connect our people and advance our mission.

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).

In this role, you will

• Act as Administrative Assistant to three or more Managing Directors, with additional ad‑hoc Ops leader support as required.
• Provide comprehensive administrative support, including managing calendars, expenses, and meeting coordination.
• Organize leader personal requirements, such as coordinating travel time between meetings, scheduling necessary breaks throughout the day, and helping to solution where applicable.
• Anticipate needs and take initiative to streamline processes, manage competing priorities, and ensure leaders are prepared for meetings and deliverables.
• Be responsible for managing and submitting expenses and travel activity through the centralized Concur booking system, in accordance with corporate policies and deadlines.
• Oversee and coordinate logistics for meetings as required, including schedules, meeting room booking, and organizing activities with on-the-ground facilities teams.
• Organize team engagement and/or offsite activities, including restaurant reservations, team-building activities, and attendee communications while ensuring a seamless experience for all participants through proactive planning and on-site support.
• Handle confidential or sensitive information with discretion as needed.
• your knowledge of collaboration tools, including but not limited to, Microsoft Teams, Office365 applications, audio and video conferencing, and remote access.
• Collaborate effectively with fellow Administrative Assistants to organize meetings and events for leaders within Ops, with key business partners across the firm, and with external stakeholders.
• Provide ad hoc support where needed for leader and department communications, employee experience, and process improvements.

What you have

Required qualifications

• 5+ years of administrative experience supporting senior leaders; financial services or other corporate environment preferred.
• Experience supporting senior leaders who manage multiple teams across multiple locations.
• Ability to manage multiple leaders, calendars, tasks, and deliverables all at once.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable with Microsoft Teams and WebEx.

Preferred qualifications

• Ability to work in a fast-paced, team-oriented environment across multiple locations and business groups.
• Flexibility and adaptability to changing priorities with the ability to anticipate, improvise, and adapt quickly while maintaining composure in dynamic or stressful situations.
• Excellent verbal and written communication skills, with strong planning and organizational abilities.
• Highly responsive and timely with tasks, invites, and requests for meeting planning, often within 24 hours or less.
• Strong time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Initiative and results-focused approach to deliver outstanding quality while working independently.
• Demonstrated self-starter with curiosity, sense of urgency, and ability to work effectively whether in the office or remote.
• Ability to develop and maintain strong partnerships and interpersonal business relationships.
• Familiarity with maintaining event or travel budget and coordinating hotel and/or vendor contracts.
• Experience using and leveraging Microsoft 365 Copilot or other AI productivity tools to streamline tasks and enhance efficiency.

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