Administrative Assistant - Investment Management, Product

Charles Schwab

(Lone Tree, Colorado)
Full Time Travel Required
Job Posting Details
About Charles Schwab
Charles Schwab is a different kind of investment services firm – one that strives to disrupt the status quo of the traditional Wall Street approach on behalf of our clients. We believe today, as we did on Day 1, that when you find ways to improve the investing experience for your clients, then business results will follow.
Summary
CSIM is seeking to recruit an Administrative Assistant to provide administrative support to the Strategy & Product Development, Product Management, Governance and Business Oversight teams. The job requires strong administrative and time management skills, 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 tenacity.
Responsibilities
* Communications: This position facilitates internal and external communication through phone calls, agendas, letters and scheduling meetings. The Administrative Assistant may produce or edit PowerPoint presentations for the team and get involved in other aspects of the team’s functions such as collecting and tracking documents or cross-checking data against source documents. The position will include preparing and delivering materials in advance of meetings * 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 * New Employee Support: The position will manage the new hire process and new employee onboarding process, including posting positions, coordinating interview schedules and candidate travel and helping to ensure the new hires complete required training and certifications. Additionally, securing seating and procuring work supplies and necessary technology for new hires * Planning: The position requires extensive and critical time management and the facility of setting priorities and handling any ad hoc requirements. This also includes reserving locations, organizing catering and providing general support at the Denver location for team social events and meetings, as well as CSIM events, meetings and trainings * Expenses, Travel and Procurement: This position requires travel management and compilation of expense reports. He/she will work with vendor management for invoice processing, check requests, etc., as well as order and maintain department supplies * Support Team: The Administrative Assistant demonstrates team spirit as a representative of the team. He/she must develop and maintain strong working relationships with other personnel throughout our organization, particularly with other administrative assistants. This includes serving as a back-up to other administrative assistants when they are on leave or vacation. Must be accommodating, flexible and ready to assist with special projects as needed
Ideal Candidate
* 5+ years of administrative assistant experience, preferably in financial services industry * Bachelor’s degree (preferred), or equivalent experience * 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 and Excel * 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 the entire team and its members * Ability to work under pressure to meet deadlines, including a willingness to work overtime if situation calls for it * Willingness to travel to San Francisco when necessary

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