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Executive Assistant Vice President, TD Bank Group
TD Securities
Ontario Toronto, , Canada
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Department Overview
As Executive Assistant to the Executive Vice President & Chief Marketing Officer this role will provide dedicated business office and administrative support. The nature of the tasks and activities may vary in scope and complexity and generally requires focused attention, managing multiple priorities and timelines and exercising discretion as appropriate.
Job Type Regular
Job Status Full Time
Hours 37.5
Business Line Other
Job Category - Primary Administrative | Clerical | Support
Job Category(s) Administrative | Clerical | Support
Job Description
Service Excellence
• Provide a high level of executive administrative support to the EVP, ensuring excellent service and professionalism at every interaction
• Exercise discretion in managing correspondence, information and all matters of confidentiality. Keep executive(s)/immediate team up to date.
• Consistently demonstrate excellent judgment and unwavering integrity, exhibiting a high level of confidentiality, discretion and diplomacy when dealing with sensitive correspondence, issues and information.
• Interact with executives and assistants internally and externally, and respond to requests with appropriate urgency, and provide relevant information as needed.
• Provide accurate, organized and efficient administrative support including: logistics related to calendar/meetings/events, proactive correspondence management, pre-mails, catering, managing a bring forward system, filing, arranging travel and reservations, expenses, and other related duties necessary to support the EVP, as assigned.
• May provide support to the EVP on personal matters and on occasion may require flexibility in managing priorities and own schedule to accommodate any unforeseen developments or needs as they arise
• Prioritize and manage own workflow to ensure quality and efficiency to meet deadlines and be flexible in adjusting to changing work priorities.
• Proactively address or resolve issues within own area of accountability and ensure the EVP is informed of any matters requiring their attention
• Act as a back-up to other EVP Executive Assistants when required.
• Operational Effectiveness
• Ensure optimal level of executive administrative support and professionalism is provided to the EVP
• Apply appropriate due diligence ensuring accuracy in preparing and promptly completing any necessary forms and other documentation and ensure operational excellence in providing accurate, organized and efficient administrative support; collect and track data, research information, sort and distribute mail, balance and process expense reports, schedule and organize meetings, manage calendars, create and maintain files, and perform other executive administrative assignments as required
• Submit expense reports, invoice payments and vacation data / timesheets, ensuring completion in a timely manner and within policy guidelines. Act as point of contact for Finance and Audit.
• Consistently exercise discretion in managing correspondence, information and all matters of confidentiality; escalate issues where appropriate
• Prioritize and manage own workflow to ensure quality and efficiency (i.e. 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
Teamwork/Support
• Be an effective resource and flexible in adjusting to changing work priorities
• Participate fully as a member of a team and contribute to a positive work environment
• Keep the EVP and/or 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 and sharing relevant department information as needed
Job Requirements
• Successful candidate must understand and incorporate TD’s vision, mission and strategy along with our Guiding Principles in their day-to-day activities.
• 5-7 years’ experience of supporting a senior executive and/or managing a team of administrative assistants.
• Highly organized - able to manage multiple tasks and conflicting priorities under tight timeframes.
• Detail oriented and able to multi-task and effectively manage a variety of activities and different types of tasks.
• In depth-knowledge of the bank and business areas including organizational functions, contacts, policies and procedures in order to accomplish required tasks.
• Proactive nature - ability to make decisions with limited direction and information.
• A self-starter with demonstrated ability to work in a team environment where flexibility, keeping others informed and anticipating needs is essential.
• Demonstrated discretion and independent judgment when dealing with highly sensitive matters.
• Strong written/verbal communication skills and relationship builder - diplomacy skills interpersonal effectiveness required to manage a fast paced work environment, manage expectations and deal effectively and professionally with stakeholders across various levels.
• The candidate must possess strong technical proficiency with software applications/programs and/or department specific systems as required (i.e. MS Office, particularly Word, PowerPoint, Excel and Outlook)
Inclusiveness
At TD, we are committed to fostering an inclusive, accessible environment, where all employees and customers feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of our customers and communities in which we live and serve. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let us know and we will work with you to meet your needs.