Overview
Administrative Assistant Jobs in Austin, TX at Charles Schwab Corporation
JAS is an international, non-asset-based supply chain services and solutions company. Our services include air and ocean freight forwarding, contract logistics, customs brokerage, distribution, inbound logistics, truckload brokerage and other supply chain management services, including consulting, the coordination of purchase orders and customized management services.
The Executive Assistant position is a highly confidential administrative and executive support to the CFO. Including scheduling and arranging travel, meeting arrangements, reporting, preparing and or editing documents, working with global regional department heads, managing charity events, day to day projects and office tasks, as well as taking on special projects as needed. The candidate must demonstrate the capacity for good judgment and discretion and must be able to assume increasing responsibility as needed.
ESSENTIAL FUNCTIONS:
Primary function is to support the CFO. Secondary function will be to support the Global HR head.
Ability to think ahead, anticipate needs and proactively bring together resources to support and address issues in all executive offices
Handle confidential information in a discreet, professional manner, maintaining confidentiality at all times
Strong written and oral communication skills while maintaining a warm and professional demeaner
Coordinate and schedule internal meetings involving the CFO, CEO and Executives underneath them, including board meetings, senior leadership meetings, and other daily meetings while monitoring and anticipating scheduling conflicts; ensure Executives are on kept on schedule and on time for meetings
Manage confidential and personal records for Executives which may include monitoring inboxes and coordinating documents for meetings, couriers and review
Monitor, anticipate and coordinate personal calendars and activities – ad hoc personal requests
Prepare and/or analyze special and recurring reports
Research, summarize and analyze information containing specialized or sensitive information, following general direction and selecting relevant information from a variety of sources.
Prepare and type correspondence, memos, and reports
Organize professional events
Prepare and approve expense reports for the executive team.
Screens phone calls and visitors, directing to appropriate staff or department when necessary.
Arrange and coordinate all travel reservations and itineraries, including but not limited to airline and hotel accommodations, business luncheons, dinner engagements, car rentals, etc., and anticipate and prepare background materials needed.
Maintain C suite
Lead the 501-C3 charitable organization
Create and manage internal meeting requests
Generate correspondence from transcribed notes and dictation methods.
Maintain calendar(s) for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments, and preparing background materials when needed.
Ability to work a flexible schedule
All administrative support for the CFO and other duties as assigned.
SUPERVISORY RESPONSIBILITIES:
Will not supervisor general office staff
QUALIFICATIONS:
Strong work-ethic, can-do attitude, proactive and forward-thinking
Strong written and verbal communication skills
Exceptional interpersonal skills and be able to interface effectively with all levels of management
Exceptionally detail-oriented and well organized
Able to multitask and meet deadlines
Demonstrate sound judgment and ability to reach decisions independently
Self-motivated, able to work in a team and independently
Maintain strict confidentiality standards
Able to deal with highly stressful situations and work under pressure in a fast-paced environment
Exceptional computer skills (MS Word, Excel, PowerPoint, Outlook, etc.).
Excellent organizational skills
Ability to work a flexible schedule as business dictates including nights/weekends
Valid driver’s license
EDUCATION AND EXPERIENCE:
Bachelors degree preferred
Accounting and/or administrative background preferred
501-C3 experience preferred
Travel expierence preferred
ENVIRONMENT:
100% performed in climate-controlled internal office environment working under normal office conditions. Travel could be (up to 15%) required in support of the position’s responsibilities.
While performing the duties of this job, the employee is regularly required to sit; stand; walk; use hands and fingers to feel and handle; reach with arms and hands; talk and hear. While performing the duties of this job, the employee frequently is required to stoop, kneel, and crouch; lift weight or exert a force up to a maximum of 25 pounds.
ADDITIONAL:
The responsibilities associated with this job will change from time to time in accordance with the Executives needs. More specifically, the incumbent may be required to perform additional and/or different responsibilities from those set forth above.
The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.
Equal Opportunity Employer
JAS Forwarding (USA), Inc. is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ethnicity, disability, religion, national origin, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law.
Where required by state law and/or city ordinance; this employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization.
NOTICE TO APPLICANTS
JAS USA IS A CUSTOMS BROKER, GOVERNED BY FEDERAL REGULATION. FEDERAL REGULATIONS PROVIDE THAT JAS MAY HAVE IT BROKERAGE LICENSE SUSPENDED OR REVOKED IF IT “KNOWINGLY EMPLOYED, OR CONTINUES TO EMPLOY, ANY PERSON WHO HAS BEEN CONVICTED OF A FELONY, WITHOUT WRITTEN APPROVAL OF THAT EMPLOYMENT FROM THE ASSISTANT COMMISSIONER.” JAS WILL PERFORM A BACKGROUND CHECK TO DETERMINE IF YOU HAVE BEEN CONVICTED OF A FELONY AND IF SO, ABSENT SPECIAL CIRCUMSTANCES, YOU WILL NOT BE HIRED OR WILL BE TERMINATED IMMEDIATELY.
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Title: Administrative Assistant
Company: Charles Schwab Corporation
Location: Austin, TX
