Executive Assistant I

TD•Dieppe, NB

1d•CA$55,000 - CA$80,000•Hybrid

About The Position

Provides dedicated administrative support to executives and may also provide a broad range of administrative or general office support for a broader team. The role involves providing a high level of administrative support, ensuring quality service and professionalism. The Executive Assistant acts as a point of contact among executives, employees, clients, and other external partners, managing information flow in a timely and accurate manner. Key responsibilities include maintaining executives' schedules, managing expenses, preparing reports, formatting information for communication, taking minutes during meetings, and screening/directing phone calls and correspondence. The role may also involve managing office supply inventory and equipment for a broader team. The position requires prioritizing and managing workload to meet service level agreements, exercising discretion in managing correspondence, and understanding/applying operating policies and procedures. Ensuring accuracy in documentation, escalating non-standard activities, and identifying opportunities for productivity enhancement are also crucial. The role demands compliance with the Bank Code of Conduct and active participation in team activities to foster a positive work environment. Continuous learning, knowledge transfer, and contributing to a fair and equitable environment are expected. The Executive Assistant acts as a brand ambassador for their business area and the bank. This role reports to a TDBG Vice President (VP) and may support multiple VPs and AVPs. The position involves performing multiple tasks with limited complexity, taking a broad perspective to resolve issues, and interacting with internal customers/partners. The focus is on day-to-day or weekly processes, with some autonomy in decision-making within defined parameters. The role may handle sensitive and confidential material and requires proficiency gained through job-related training, with a working knowledge of the business unit, operational functions, and regulatory requirements.

Requirements

Post-Secondary education
2+ years of experience
Individuals are expected to be onsite 4 days a week.
Requires proficiency gained through job related training to perform a range of duties, and has working level knowledge of the business unit / operational functions as well as regulatory issues/requirements for jurisdictions

Nice To Haves

May support multiple VPs and AVPs and their respective team.
Qualified administrative support performs multiple tasks and/or works on varied assignments with limited complexity.
Takes a broad perspective to identify and resolve issues that are atypical, infrequent or not covered by stated processes.
Typically has interaction with internal customers / partners.
Focus of work is on the completion of day to day or weekly processes or activities however may include monthly routine activities.
Completes work with limited degree of supervision, has some autonomy to make decisions within well-defined parameters, refers unusual items.
Role may also be involved with the administration of sensitive and/or confidential material requiring discretion.

Responsibilities

Provide a high level of administrative support ensuring quality service and professionalism at every interaction.
Act as the point of contact among executives, employees, clients and other external partners.
Manage information flow in a timely and accurate manner.
Maintain executives' schedules by planning and scheduling meetings, conferences, teleconferences, and travel.
Manage expenses and prepare weekly, monthly or quarterly reports.
Format information for internal and external communication – memos, emails, presentations, reports.
Take minutes during meetings.
Screen and direct phone calls and distribute correspondence.
Support broader team may manage office supply inventory, equipment, and other processes as required.
Prioritize and manage own workload to meet SLA requirements for service and productivity.
Consistently exercise discretion in managing correspondence.
Understand and apply operating policies and procedures.
Ensure documentation that is prepared / completed is accurate and properly reflects business intentions and is consistent with relevant rules / regulations.
Escalate non-standard or high-risk activities as necessary.
Identify and recommend opportunities to enhance productivity, effectiveness and operational efficiency.
Ensure necessary due diligence to support the accuracy of all activities.
Be knowledgeable of and comply with Bank Code of Conduct.
Participate fully as a member of the team, support a positive work environment that promotes service to the business, quality, innovation and teamwork and ensure timely communication of issues/ points of interest.
Support the team by continuously enhancing knowledge / expertise in own area and participate in knowledge transfer within the team and business unit.
Participate in personal performance management and development activities, including cross training within own team.
Keep others informed and up to date about the status / progress of projects and / or all relevant or useful information related to day-to-day activities.
Contribute to a fair, positive and equitable environment that supports a diverse workforce.
Act as a brand ambassador for your business area/function and the bank, both internally and/or externally.