Administrative Assistant

Charles Schwab Corporation; Westlake (TX); On-site; USD 43,000 - 62,000; Full time

Job summary

Charles Schwab & Co., Inc. and DAFgiving360 are seeking an Administrative Specialist to provide daily support to the leaders and team members at DAFgiving360.

The role handles calendar management, travel arrangements, and meeting logistics, while fostering professional communication with management, staff, and partners. The position emphasizes editing and writing, meeting coordination, and event planning, with a focus on accuracy and responsiveness in a fast-paced nonprofit environment funded

Qualifications

• Time management and scheduling proficiency.
• Excellent oral and written communication.
• Proficiency with Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams, SharePoint).

Responsibilities

• Support Sr. Management with daily needs: Calendar / Schedule, Contacts / Distribution Lists, Email, Expense Reconciliation, Faxing / Copying, Filing.
• Manage travel arrangements and prepare travel packets for the management team.
• Arrange meeting rooms and AV equipment; coordinate off-site meetings and events.
• Edit letters and presentation decks; maintain donor correspondence for spelling and grammar.
• Support monthly compliance forms and Schwab work order system (SSRS/FSRs) as needed.

Skills

Time management

Project management

Microsoft Office

Education

College degree preferred

Job description

Your Opportunity

DAFgiving360™ is an independent 501(c)(3) nonprofit dedicated to increasing charitable giving in the United States. Since 1999, donors have recommended over $55 billion in grants to more than 300,000 charities. Through donor-advised funds and philanthropic tools, we help individuals and families integrate charitable planning into their financial lives and make a meaningful difference.

DAFgiving360 has entered into a services agreement with Charles Schwab & Co., Inc. for administrative and other services, including human resources. This position will be an employee of Charles Schwab & Co., Inc. and will be subject to its policies and procedures but will report to and be accountable to DAFgiving360 for day-to-day activities.

Our opportunity:

The administrative specialist provides daily support to the leaders and team members

within DAFgiving360. In addition to general administrative tasks, supports calendar

management for leadership, manages travel arrangements, and helps organize

meetings and events. This role helps establish and maintain effective communication as

well as cooperative and professional business relationships with all levels of

management, employees, and key business partners.

What you’ll do

General Administrative Duties

• Support members of Sr. Management with daily needs: Calendar / Schedule, Contacts / Distribution Lists – Updates, Email, Expense Reconciliation, Faxing / Copying etc., Filing, Letters
• Mailings for Marketing (Occasional)
• Phone / Conference Calls / Voicemail / Messages
• Reservations for lunches and dinners
• Printers and Fax Machines - Replace and Order Toner
• Postage Machine - Maintain Supplies and Refill Funds
• Order office supplies through the Fund approved process

Editing and Writing:

• Editing letters, presentation decks, donor correspondence for spelling and grammatical errors

Conferences / Speaking Engagements

• Edit PowerPoint Presentations for the management team
• FedEx packages to events
• Travel Arrangements for the management team
• Travel Packets for the management team
• Holiday Gift Orders
• Maintain Employee Phone List
• Monthly Compliance Forms
• Schwab work order system: SSRs and FSRs when needed - for new employees or trouble tickets

Staff Meetings / Social Events

• Arrange meeting rooms and AV equipment
• Catering for special events and lunch meetings
• Celebration, Party and Event Planning
• Off-site - Coordinate and plan off-site meetings

Personal Administrative Duties for the management team

(As time allows and based on impact on work demands and schedule)

What you have

Top 3 Technical Skills

Identify the top 3 technical skills required for success in this role.

• Time management skills with proficiencies in planning and scheduling.
• Project management / organizational skills.
• Microsoft Suite, particularly: Outlook, PowerPoint, Excel, Teams, and SharePoint.

Top 3 Competencies

Connect with Talent Management team to discuss and identify the top 3 competencies

needed for success in this role.

• Oral and Written Communication
• Initiative / Independence
• Thoroughness

College degree preferred though not required. Exceptional interpersonal skills are paramount to success in this role.