Executive Services Specialist

Charles Schwab Inc.•Westlake, TX

1d•$70,200 - $95,000

About The Position

This role serves as a key point of contact for executive services, focusing on providing a polished and professional experience for visitors and stakeholders on the executive floor. The specialist will offer centralized support to executive leadership and board members, managing access, greeting guests, and coordinating meeting needs. A significant part of the role involves administrative functions such as mail handling, file maintenance, and office supply management, while also building and maintaining strong relationships with senior executives, executive assistants, and internal/external partners. The specialist needs to possess a strong understanding of executive operations and workplace services to effectively handle inquiries and requests, demonstrating situational awareness and readiness to provide accurate, timely information in a fast-paced environment. They will act as a trusted resource by anticipating needs and proactively gathering information. Collaboration with facilities, technology, and security teams is crucial for resolving operational needs and maintaining service standards. The role oversees day-to-day executive floor operations, including access management, scheduling, and logistics coordination, and manages executive conference rooms, meeting spaces, and hoteling offices. Additionally, the specialist coordinates various workplace services and identifies opportunities for operational efficiency and service improvement, developing standard operating procedures for executive suite operations. A significant component also involves facilities management, proactively identifying and addressing facility needs within the executive suite, coordinating with facilities and building partners for maintenance and operational requests, and escalating issues appropriately. This includes planning and executing workplace projects impacting executive spaces and communicating impacts to ensure continuity of operations. Event coordination for executive meetings, board meetings, and corporate functions is also a key responsibility, managing end-to-end logistics, vendor coordination, and onsite execution, while supporting catering and executive dining services. Finally, the role requires close partnership with Corporate Security and Executive Protection teams to support safety protocols, handle confidential information with discretion, and implement security procedures.

Requirements

College degree or equivalent experience
5+ years of experience in guest services, front desk, hospitality, or office management
Experience interfacing with executives and executive assistants
Ability to maintain the highest level of confidentiality with personal/professional integrity and discretion
Excellent organizational skills with the ability to prioritize information, calls, and requests to complete tasks effectively and on time
Ability to exercise independent judgement, decisiveness, sound reasoning and creativity in evaluation information and making decisions
Situational awareness across various social and business settings
Strong interpersonal skills and executive presence
Polished written and verbal communication skills
Self-motivated and critical thinker
Strong attention to details and ability to learn and adapt to new situations and processes
Ability to display assertiveness and self-confidence
Ability to participate in cross-functional projects and tasks
Physically able and willing to obtain and maintain CPR/AED and First Aid certifications upon hire

Responsibilities

Serve as concierge for the executive floor, delivering a polished, professional experience for all visitors and stakeholders
Provide centralized support for executive leadership and board members, including managing access, greeting and escorting guests, and coordinating meeting needs with executive administrators
Coordinate messages, appointments, and general administrative functions such as mail handling, file maintenance, and office supply management
Build and maintain strong relationships with senior executives, executive assistants, and internal/external partners
Maintain a strong working knowledge of executive operations, workplace services, and organizational processes to effectively respond to a wide range of inquiries and requests
Demonstrate a high level of situational awareness and readiness to provide accurate, timely information in a fast-paced, executive-facing environment
Serve as a trusted resource by anticipating questions, proactively gathering information, and ensuring leadership and partners receive clear, informed responses
Partner with facilities, technology, and security teams to quickly resolve operational needs and maintain service standards
Oversee day-to-day executive floor operations, including access management, scheduling, material and logistics coordination
Manage executive conference rooms, meeting spaces, and hoteling offices to ensure seamless and professional experience
Coordinate workplace services such as dining, mail and print services, secure records destruction, security, facilities, and housekeeping
Book meeting and conference rooms and ensure all spaces are presentation-ready
Identify opportunities to enhance operational efficiency and improve service delivery
Develop and maintain standard operating procedures (SOPs) for executive suite operations
Proactively identify facility needs within the executive suite, addressing potential issues before they arise and responding quickly to emerging concerns
Serve as the point of coordination with facilities, corporate real estate, and building partners to ensure timely resolution of maintenance and operational requests
Navigate and escalate issues appropriately, balancing executive preferences, business needs, and operational constraints
Partner closely with Corporate Real Estate to plan, schedule, and execute workplace projects impacting executive spaces
Communicate upcoming facilities work, projects, and impacts clearly to executives and executive support partners to ensure continuity of operations
Monitor ongoing work to ensure solutions meet quality standards and minimize disruption to executive activities
Coordinate executive meetings, board meetings, leadership events, and high-profile corporate functions
Manage end-to-end event logistics including scheduling, vendor coordination, setup, and onsite execution
Support catering and executive dining services while ensuring an elevated hospitality experience
Partner closely with Corporate Security and Executive Protection teams to support safety protocols and escalate concerns as needed
Handle highly confidential and sensitive information with the highest level of integrity and discretion
Implement all safety and security procedures to ensure a secure workplace environment