Executive Assistant - Compliance

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Job ID:
20161119-3978
Job Category:
Administrative/Clerical
Relevant Work Experience:
Administrative Support-6+ yrs, Corporate Staff-2-5 yrs
Current Licenses / Certifications:
None
Position Located In:
CA - San Francisco
Education:
HS/GED
Job Type:
Full Time

We believe that, when done right, investing liberates people to create their own destiny. We are driven by our purpose to champion every client’s goals with passion and integrity. We respect and appreciate the diversity of our employees, our clients, and the communities we serve. We challenge conventions strategically to create value for our clients, our firm and the world. We live and bring to life the concept of ‘own your tomorrow’ every day. We champion our employee strengths, guide their development, and invest in their long-term success. We hire optimistic, results-oriented, curious, innovative, and adaptable people with the desire to help our clients and one another succeed.

As a company, we were established by Chuck over 40 years ago to champion Main Street over Wall Street, and to help Americans transform themselves from earners to owners. Through advocacy and innovation, we work to make investing more affordable, accessible and understandable for all. As we enter our fifth decade, we are looking for talented, innovative and driven people who believe they can help themselves, and our clients, create a better future.

Our Opportunity:

The Executive Assistant is responsible for accurately providing administrative and clerical support in a timely manner to the Senior Vice President and Chief Compliance Officer located in San Francisco, as well as limited administrative and clerical support to one other SVP and two VPs within the compliance organization.

What you’ll do:

Calendaring

  • Manage calendar for SVP and Chief Compliance Officer, one other SVP and two VPs
  • Set up regular 1:1 with Direct Reports and Business Partners and reschedule conflicts as it occur
  • Set up routine staff meetings
  • Set up All Hands meetings
  • Set up other meetings that may be required on short notice
  • Confirm on a daily basis the following day’s appointments and ensure the officers are ready for the next day’s meetings
  • Coordinate teleconferences and offsite meetings (individual schedules and meeting rooms/facilities)

Travel Arrangements

  • Process travel arrangements via Concur for the officers
  • Follow-up with TravelCenter if there are any travel changes

Reporting

  • Prepare materials utilizing an array of tools including Excel, Word, PowerPoint and Visio to develop attractive, graphic-intensive and compelling documents to drive engagement
  • Develop routine and specialized management reports
  • Complete expense reports

Project Management

  • Coordinate special projects as they arise and develop

E-Mail

  • Check e-mail on a daily basis
  • Print meeting materials for the SVP and Chief Compliance officer and other officers upon receipt or as needed
  • Communicate important information via e-mail to staff

Phone Calls

  • Handle all types of phone calls for self and SVP and Chief Compliance Officer
  • Redirect phone calls as appropriate

Photocopying

  • Process photocopying as negotiated
     

Travel & Expenses

  • Prepare T&E for officers as soon as receipts are given
    • Follow up with Vendor Management if there are any problems with T&E processing
  • Filing
    • Create and maintain filing system for the SVP and Chief Compliance Officer
    • Maintain files (paper and electronic) in compliance with recordkeeping policies and procedures
  • Mail Processing
    • Collect and route postal and interoffice mail
    • Distribute daily mail to appropriate staff
  • Ordering Supplies
    • Order supplies through the Ariba system and other catalogs for the staff
  • Other duties as may be assigned

 

What you have:

  • 8+ years administrative assistant experience with at least 2+ supporting a senior executive and experience working with board level members
  • Highly developed PC skills, including demonstrated proficiency with Microsoft Word, Excel, PowerPoint, Outlook and Visio.
  • Strong organizational and administrative skills with the ability to anticipate, improvise, and adapt for optimal resolutions
  • Outstanding interpersonal skills, work effectively on a team, maintain composure in stressful situations, and work under deadline pressures
  • Highly productive, able to work effectively on a variety of projects simultaneously
  • Excellent verbal and written communication skills -- able to communicate directly, concisely and/or diplomatically as required, knowing how, when and what to communicate. 
  • Experience interacting with senior management level executives.
  • A minimum of a high school diploma, Bachelor's degree preferred
  • Pro-active, results-oriented style delivering outstanding quality and timeliness, while working independently with little supervision  
  • Ability to develop and maintain strong partnerships within and outside the organization   
  • Resilience in a client-centered business model, where adaptability and communication skills are key

What you’ll get:

  • Everyday Wellness: Healthy Rewards, Onsite Fitness Classes, Healthy Choices, Wellness Champions
  • Financial Fitness: 401k Match, Employee Discounts, Personalized advice, Brokerage discounts
  • Work/Life Balance: Sabbatical, New Mothers returning to work Program, Tuition Reimbursement Programs, Time off to volunteer
  • Inclusion: Employee Resource Groups, Commitment to diversity, Strategic partnerships
  • Not just a job, but a career, with an opportunity to do the best work of your life

 


Learn more about Life@Schwab.


Charles Schwab & Co., Inc. is an equal opportunity and affirmative action employer committed to diversifying its workforce. It is Schwab's policy to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity or expression, national origin, ancestry, age, disability, legally protected medical condition, genetic information, marital status, sexual orientation, protected veteran status, military status, citizenship status or any other status that is protected by law.


Position Located In:CA - San Francisco
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Brokerage Products: Not FDIC Insured • No Bank Guarantee • May Lose Value

Charles Schwab & Co., Inc. is an equal opportunity and affirmative action employer committed to diversifying its workforce. It is Schwab's policy to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender identity or expression, national origin, ancestry, age, disability, legally protected medical condition, genetic information, marital status, sexual orientation, protected veteran status, military status, citizenship status or any other status that is protected by law. Schwab also does not discriminate against applicants or employees because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

At Schwab, we believe that every employee, through their diverse abilities and experiences, can contribute to our growth, innovation and client loyalty. We embrace diversity and are committed to providing equal opportunity to all employees and applicants. If you have a disability, and require reasonable accommodations in the application process, call Human Resources at 800-725-3535. We will be happy to assist you. Schwab will only share your accommodation request with those individuals who have a specific need to know. The request for an accommodation will not affect Schwab’s hiring decisions. All other submissions should be performed online.

The Charles Schwab Corporation provides a full range of securities, brokerage, banking, money management, and financial advisory services through its operating subsidiaries. Its broker-dealer subsidiary, Charles Schwab & Co., Inc. (“Schwab”), Member SIPC , offers investment services and products, including Schwab brokerage accounts. Its banking subsidiary, Charles Schwab Bank (member FDIC and an Equal Housing Lender), provides deposit and lending services and products.