Executive Assistant, TD Securities

Work Location:
New York, New York, United States of America

Hours:
40

Line of Business:
Administration

Pay Detail:
$95,000 - $115,000 USD

TD is committed to providing fair and equitable compensation opportunities to all colleagues. Growth opportunities and skill development are defining features of the colleague experience at TD. Our compensation policies and practices have been designed to allow colleagues to progress through the salary range over time as they progress in their role. The base pay actually offered may vary based upon the candidate's skills and experience, job-related knowledge, geographic location, and other specific business and organizational needs.

As a candidate, you are encouraged to ask compensation related questions and have an open dialogue with your recruiter who can provide you more specific details for this role.

Job Description:

Preferred Qualifications:

At TD Securities (TDS), everything we do is driven by our passion to provide legendary customer experience. In order to reach and exceed the commitments we make to our customers and greater communities, our executive team seeks out and relies on exceptional people for support. Alongside caring colleagues and supportive leaders, our administrative and executive assistants provide a broad range of organizational and general workplace support to an executive within TDS.

Job Details

If you are a highly organized individual who can help maintain smooth business operations through strong administration skills, we want you to join our team.

As seasoned Executive Administrative Assistant, you will provide dedicated support for a Global Compliance executive at TDS.

What You'll Do

You will make a meaningful impact, grow your skills, and thrive in our culture of care. As a valued member of the team your work will involve a range of complexities and may include the following accountabilities:

• Provide top level clerical or specialized executive administrative support.
• Own and maintain calendar management for Senior Vice President and troubleshoot conflicts with creative solutions.
• Coordinate travel for executive, including supporting travel delay re-scheduling for national and international travel arrangements in addition to rescheduling meetings with internal/external parties.
• Process expenses for teams ensuring timely completion.
• Assist with onboarding/offboarding activities (e.g., asset management, access management, supply orders)
• Assist in coordinating in-office or virtual meetings, townhalls or offsite events; may include booking meeting spaces, agenda development, technology setup, amalgamating/proofreading PowerPoint decks, event day troubleshooting and ordering catering with dietary restrictions.
• Provides executive administrative project support, using various software packages to produce high quality reports, presentations, and/or other documents.
• Maintain confidentiality: Access to the executive's emails to assist in prioritizing or performing important administrative tasks on their behalf.
• Apply appropriate due diligence ensuring accuracy in completing ad-hoc executive administrative tasks (e.g., reports, invoices, communications, tables, charts, files)

• Provide executive support while ensuring quality service and professionalism at every interaction.
• Participate fully as a member of the team and contribute to a positive work environment.

• High school diploma with 5+ years of relevant experience
• Extensive knowledge of Microsoft Office Suite and internet applications (Outlook, PowerPoint, Word, Excel, etc.)
• Ability to work independently with flexibility to coordinate processes and information across related teams.
• Ability to collaborate with other Executive Assistants/Administrative Assistants, in addition to internal and external partners.
• Can perform efficiently in a multi-task environment and ensure deadlines are met.
• Can efficiently interpret TD policies and help executive apply these standards in a fast-changing environment.
• Experience coordinating travel arrangements and comfortable managing frequent changes.
• Strong organizational skillset to manage accountabilities while simultaneously managing executive administrative requirements.
• Excellent communication skills with the ability to listen actively, ask questions, and communicate effectively.
• Strong judgment skills to support initiatives and apply discretion when working with confidential.
• Work with complete autonomy alongside leader.

• Independently manage efficiently in a multi-tasked environment and ensure deadlines are met
• Apply appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (ie.reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.)
• Schedule and organize meetings, including preparation and co-ordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc., as required
• Maintain proficiency with software applications/programs and/or department specific systems as required (ie. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.)
• Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or re-direct to the appropriate person/area
• Ensure the optimal level of customer service and professionalism is provided, interacting with CEO's CFOs and other management team members at client companies
• Provide accurate, organized and efficient administrative support; collect and track data, research information, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other administrative assignments as required
• Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate
• Proactively manage and serve as gatekeeper for manager's calendar and time, with an understanding of how to juggle competing priorities
• Prioritize and manage own workflow to ensure quality and efficiency (ie. meet deadlines; be flexible in adjusting to changing work priorities)
• Use software programs and other tools or equipment with ease and efficiency, and provide documents/ information that effectively support the needs of the team
• Efficiently manage expectations/concerns through strong communication skills, both verbal and written
• Take initiative to identify and recommend improvements in own job function, research and/or investigate issues requiring resolution in order to execute on assigned tasks
• Participate fully as a member of the team and contribute to a positive work environment
• Keep others in the immediate team informed and up-to-date about the status/progress of projects, and all relevant or useful information related to day-to-day activities
• Support the team by continuously developing knowledge in own area

• Associates degree and/or Bachelors degree or progressive work experience in addition to experience below
• 5+ years of related experience
• Exceptional clerical and administrative skills
• Knowledge of division organization, terminology and operations
• Ability to work independently and within a team
• Proven organizational skills, with ability to keep others focused, on task and efficient
• Excellent communication skills, both written and verbal with ability to work with all levels of the enterprise
• Demonstrated PC skills, including proficiency with spreadsheets, reporting tools and presentation software