Executive Assistant I(US)

TD•Mount Laurel, NJ

1d•Onsite

About The Position

The Executive Administrative Assistant I provides highly skilled, diversified, confidential and administrative support of an executive nature to a senior executive of a Company division, performing complex and technical activities requiring considerable discretion and independent judgment. This role involves working with persons at all levels of the company, as well as external organizations and customers, and handling highly confidential materials. The assistant facilitates management details and serves as an intermediary with important delegated administrative functions to relieve executives of administrative responsibilities and details. They may supervise various offices' administrative and support personnel and coordinate high-level executive functions with wide latitude for independent judgment. The position also assists with highly confidential functions, including merger & acquisition early stage meetings and due diligence document organization, and compiles, formats, prepares, and distributes Board of Directors and Committee meeting materials, minutes, and records. Responsibilities also include scheduling appointments, coordinating meetings and travel, answering and screening calls, taking messages, receiving visitors, preparing and composing correspondence, maintaining files, organizing mail, researching information, preparing data and special reports, conducting special projects, acting with authority on administrative functions in the absence of a supervisor, providing divisional and departmental administrative coordination, communicating with internal and external parties, organizing workflow, coordinating with other administrative staff, maintaining procedures and manuals, and potentially providing administrative support to other departments and coordinating facilities issues.

Requirements

Associate's degree and/or Bachelor's degree or progressive work experience.
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.

Responsibilities

Provide highly skilled, diversified, confidential and administrative support of an executive nature to a senior executive of a Company division.
Perform complex and technical activities requiring considerable discretion and independent judgment.
Work with persons at all levels of the company, as well as external organizations and customers and handle highly confidential materials.
Facilitate management details and serve as an intermediary with important delegated administrative functions to relieve executives of administrative responsibilities and details.
May supervise various offices' administrative and support personnel.
Coordinate and facilitate high-level executive functions with wide latitude for independent judgment.
Assist with numerous highly confidential functions including merger & acquisition early stage meetings and due diligence document organization.
Compile, format, prepare and distribute Board of Directors and Committee meeting materials, minutes and records.
Schedule appointments and coordinate arrangements for meetings, conferences and travel.
Answer telephone, screen calls, take messages and receive visitors.
Prepare, compose and type letters, memos and other Company correspondence; maintain correspondence file; type confidential information.
Organize mail and other paperwork; determine appropriate recipient; respond independently when appropriate; call attention to priorities.
Establish and maintain highly confidential files and records.
Research information and prepare data and special reports, providing analysis and summarizing data.
Conduct special projects as assigned.
Compile and format reporting for Board of Directors and subcommittees.
Prepare and distribute Board and subcommittee meeting minutes and records.
Act with authority on administrative functions in the absence of supervisor.
Provide divisional and departmental administrative coordination.
Communicate and coordinate with internal departments, outside organizations and customers in order to resolve issues and concerns and to relieve executive of administrative details.
Use tact, discretion and judgment in all communications.
Organize work flow through supervisor's office.
Coordinate with other division and department administrative staff.
Maintain procedures and other manuals as needed.
May provide administrative support to other departments, functions and areas as necessary.
Coordinate facilities issues.

Benefits

Fair and equitable compensation opportunities
Growth opportunities
Skill development
Base salary
Variable compensation/incentive awards (e.g., eligibility for cash and/or equity incentive awards, generally through participation in an incentive plan)
Health and well-being benefits
Savings and retirement programs
Paid time off (including Vacation PTO, Flex PTO, and Holiday PTO)
Banking benefits and discounts
Career development
Reward and recognition
Regular development conversations
Training programs
Competitive benefits plan
Access to an online learning platform
Variety of mentoring programs