Executive Support Specialist

Charles Schwab; Westlake (TX); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

401(k) matching

Paid vacation and volunteering

Sabbatical after 5 years

Parental leave and family benefits

Job summary

Charles Schwab is seeking an Executive Assistant to support the Head of Banking Operations within Operational Services. This role is on-site in Westlake, TX, and involves managing complex calendars, expenses, travel, and meeting logistics to keep Leaders productive and connected.

You will coordinate with multiple Managing Directors, prepare for meetings, and help streamline administrative processes while handling confidential information with discretion.

Qualifications

• 3+ years of administrative experience supporting senior leaders (VP, AVP, MD) in a financial services or corporate setting.
• Experience coordinating calendars, travel, and expenses across multiple locations.
• Proficient in MS Office and collaboration tools including Teams and WebEx.
• Ability to manage multiple leaders, calendars and deliverables simultaneously.

Responsibilities

• Provide administrative support to three or more Managing Directors and other Ops leaders.
• Manage calendars, expenses, and meeting coordination across leaders.
• Coordinate travel and breaks between meetings and assist with logistics.
• Anticipate needs, streamline processes, and prepare leaders for meetings.
• Submit expenses and travel in Concur per policy and deadlines.
• Coordinate meeting logistics, room bookings, and on-site activities.
• Plan team engagement events and offsites with attendee communications.
• Handle confidential information with discretion and maintain professionalism.
• Leverage Microsoft 365 Copilot and other AI productivity tools as appropriate.
• Collaborate with other Administrative Assistants and stakeholders to support leaders.

Skills

Administrative experience

Calendar management

Travel coordination

Microsoft Office

Cross-team collaboration

Tools

Microsoft Teams

WebEx

Concur booking system

Job description

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.

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).

Operational Services is a centralized firm support function that enables the execution of nearly all financial services activities for Schwab Advisor Services 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 for our clients.

We’re looking for a highly organized and proactive Executive Assistant to support the Head of Banking 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 and engagement 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.
• Help plan 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.
• Handle confidential or sensitive information with discretion as needed.
• Apply 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.
• Establish and maintain effective and professional business relationships with all levels of management, employees, and key business partners.

What you have

Required qualifications

• 3+ years of administrative experience supporting senior leaders (VP, AVP, Managing Director); 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, and ever‑changing environment across multiple business groups spread across multiple locations.
• 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 or while partnering with others.
• 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.

What’s in it for you

At Schwab, you’re empowered to shape your future. We champion your growth through meaningful work, continuous learning, and a culture of trust and collaboration—so you can build the skills to make a lasting impact. Our Hybrid Work and Flexibility approach balances our ongoing commitment to workplace flexibility, serving our clients, and our strong belief in the value of being together in person on a regular basis.

We offer a competitive benefits package that takes care of the whole you – both today and in the future:

• 401(k) with company match and Employee stock purchase plan
• Paid time for vacation, volunteering, and 28‑day sabbatical after every 5 years of service for eligible positions
• Paid parental leave and family building benefits
• Tuition reimbursement
• Health, dental, and vision insurance