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, proactive, trustworthy individual who can support a senior-executive and 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. You will have exceptional organizational and communication skills, the ability to anticipate needs, and have the discretion to handle sensitive and confidential information. The ideal candidate will be comfortable working in a fast-paced environment, coordinating complex schedule and travel arrangements, and liaising with other senior leaders and their executive assistants.

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; plan efficient, streamlined days; coordinate and confirm appointments, meetings, and event.
• 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. Handle sensitive information with the utmost integrity and professionalism.
• Apply appropriate due diligence ensuring accuracy in completing ad-hoc executive administrative tasks (e.g., reports, invoices, communications, tables, charts, files)
• Serve as a point of contact between the executive and internal/external stakeholders, including other senior-level executive assistants.
• Willingness to go above and beyond, including running occasional errands or assisting with other personal tasks as needed.

• 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.
• Experience supporting an executive who leads global teams across multiple jurisdictions and time zones, with the ability to manage and schedule across international calendars.
• 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 and proactively anticipate needs.
• 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.

• Provides a high level of administrative support ensuring quality service and professionalism at every customer interaction
• Manages efficiently in a multi-tasked environment and ensures deadlines are met
• Applies appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (i.e.reports, presentations, invoices, correspondence/communications, tables, charts, files, etc.)
• Schedules and organizes meetings, including preparation and coordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc., as required
• Maintains proficiency with software applications/programs and/or department specific systems as required (i.e. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.)
• Efficiently manages and promptly responds to all incoming enquiries/requests for information independently or re-directs to the appropriate person/area
• Ensures the optimal level of customer service and professionalism is provided
• Provides accurate, organized and efficient administrative support; collects and tracks data, researches information, sorts and distributes mail, balances and processes expense reports, schedules and organizes meetings, manages calendars, creates and maintains files, and performs other administrative assignments as required
• Consistently exercises discretion in managing correspondence, information and all matters of confidentiality; escalates issues where appropriate
• Prioritizes and manages own workflow to ensure quality and efficiency (i.e. meets deadlines; be flexible in adjusting to changing work priorities)
• Uses software programs and other tools or equipment with ease and efficiency, and provides documents/information that effectively support the needs of the team
• Efficiently manages expectations/concerns through strong communication skills, both verbal and written
• Takes initiative to identify and recommend improvements in own job function, researches and/or investigates issues requiring resolution in order to execute on assigned tasks
• Be an effective team player and flexible in adjusting to changing work priorities
• Participates fully as a member of the team and contributes to a positive work environment
• Keeps 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
• Supports the team by continuously developing knowledge in own area
• Reports to a Bank Executive and provides dedicated executive administrative support
• Senior level of administrative support and performs diverse range of tasks that involve a range of complexity
• Has autonomy and some discretion to make decisions within well-defined parameters
• Role may also be involved with the administration of sensitive and/or confidential material requiring discretion

• Associate's degree and/or Bachelor's degree or progressive work experience in addition to experience below
• 2+ Years of related experience
• Exceptional clerical and administrative skills
• Knowledge of division organization, terminology and operations
• Ability to work independently
• Strong organizational skills, with ability to keep others focused, on task and efficient
• Excellent communication skills, both written and verbal
• PC skills, including proficiency with spreadsheets, reporting tools and presentation software