Executive Assistant, Corporate Risk Management
About The Position
This role is a high-impact opportunity for an experienced Executive Assistant who wants to operate at the center of a senior Compliance leadership team. You will serve as a trusted partner to up to four Managing Directors, helping them manage priorities, prepare for key meetings, coordinate across executive offices, and keep important work moving. The ideal candidate is proactive, highly organized, discreet, and comfortable working in a fast-paced environment where judgment, responsiveness, and follow-through are important. This is a strong fit for someone who takes pride in being several steps ahead, brings structure to complexity, and wants to support senior leaders whose work influences governance, risk management, regulatory engagement, and responsible business growth. 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 four days per week.
Requirements
- 5–10+ years of administrative or executive assistant experience, including travel planning and expense support.
- Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
- Demonstrated ability to manage complex calendars, competing priorities, and sensitive information.
- Strong written and verbal communication skills with all levels of the organization.
- High degree of discretion, professionalism, follow-through, and attention to detail.
Nice To Haves
- Experience supporting senior leaders or executive teams.
- Ability to work effectively across business groups, locations, and leadership levels.
- Experience with Workday, Ariba, and Concur.
- Strong problem-solving skills and comfort resolving technology or logistical challenges.
- Certifications such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS).
Responsibilities
- Manage complex calendars for Managing Directors with a focus on prioritization, preparation, and proactive issue resolution.
- Anticipate scheduling conflicts, protect focus time, coordinate across multiple senior calendars, and communicate clearly when priorities shift.
- Plan for practical leader needs, including travel time between meetings, preparation time, breaks, and follow-up windows.
- Coordinate schedules for leaders who are traveling, including setting up 1:1s with key business partners and resolving meeting logistics quickly.
- Partner closely with other Administrative Assistants to plan leadership meetings, events, executive visits, workshops, and cross-functional engagements.
- Prepare, revise, and distribute meeting notices, agendas, support materials, and follow-up items for leadership and administrative meetings.
- Coordinate room reservations, video conferencing, remote access, catering, and other meeting logistics with clear ownership and follow-through.
- Use Microsoft Teams, Office 365, audio/video conferencing, and collaboration tools to support leaders and solve issues quickly.
- Own MD travel planning, including researching travel options and costs, booking flights, hotels, cars, and transportation, and preparing complete itineraries.
- Monitor travel changes, coordinate with the travel vendor when issues arise, and keep leaders informed of impacts and alternatives.
- Submit accurate, timely expense reports after every trip and follow Schwab guidelines and corporate credit card best practices.
- Prepare polished materials using Word, Excel, PowerPoint, and Visio; maintain organization charts, contact lists, birthdays, and team information.
- Lead and coordinate team events, including logistics, food and beverage orders, transportation, reservations, and planning details.
- Coordinate office supplies across locations, create UPS shipping documents, prepare packages, and manage purchasing responsibilities as requested.
- Assist with scheduling interviews and creating a professional, organized candidate experience.
- Plan and process travel arrangements for job candidates when needed.
- Support new-hire onboarding and administrative setup so leaders and teams can stay focused on business priorities.
- Handle sensitive information with discretion, exercise sound judgment, and represent the leadership team professionally across all levels of the organization.
- Operate with urgency and polish in a fast-paced, team-oriented environment across multiple locations and business groups.
- Anticipate needs before they become issues, raise risks or conflicts early, and follow through until matters are resolved.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
