Executive Assistant I(US)

TD•New York, NY

1d•$33 - $49

About The Position

Job Description Summary: 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. Works with persons at all levels of the company, as well as external organizations and customers and handles highly confidential materials. Facilitates management details and serves as an intermediary with important delegated administrative functions to relieve executives of administrative responsibilities and details. May supervise various offices' administrative and support personnel. Coordinates and facilitates high-level executive functions with wide latitude for independent judgment. Assists with numerous highly confidential functions including merger & acquisition early stage meetings and due diligence document organization. Compiles, formats, prepares and distributes Board of Directors and Committee meeting materials, minutes and records. Depth & Scope: Schedules appointments and coordinates arrangements for meetings, conferences and travel Answers telephone, screens calls, takes messages and receives visitors Prepares, composes and types letters, memos and other Company correspondence; maintains correspondence file; types confidential information Organizes mail and other paperwork; determines appropriate recipient; responds independently when appropriate; calls attention to priorities Establishes and maintains highly confidential files and records Researches information and prepares data and special reports, providing analysis and summarizing data. Conducts special projects as assigned Compiles and formats reporting for Board of Directors and subcommittees; Prepares and distributes Board and subcommittee meeting minutes and records Acts with authority on administrative functions in the absence of supervisor; Provides divisional and departmental administrative coordination; May supervise various offices' administrative and support personnel, assigning, prioritizing and monitoring work Communicates and coordinates with internal departments, outside organizations and customers in order to resolve issues and concerns and to relieve executive of administrative details Uses tact, discretion and judgment in all communications Organizes work flow through supervisor's office; Coordinates with other division and department administrative staff Maintains procedures and other manuals as needed May provide administrative support to other departments, functions and areas as necessary Coordinates facilities issues

Requirements

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

Responsibilities

Schedules appointments and coordinates arrangements for meetings, conferences and travel
Answers telephone, screens calls, takes messages and receives visitors
Prepares, composes and types letters, memos and other Company correspondence; maintains correspondence file; types confidential information
Organizes mail and other paperwork; determines appropriate recipient; responds independently when appropriate; calls attention to priorities
Establishes and maintains highly confidential files and records
Researches information and prepares data and special reports, providing analysis and summarizing data.
Conducts special projects as assigned
Compiles and formats reporting for Board of Directors and subcommittees
Prepares and distributes Board and subcommittee meeting minutes and records
Acts with authority on administrative functions in the absence of supervisor
Provides divisional and departmental administrative coordination
May supervise various offices' administrative and support personnel, assigning, prioritizing and monitoring work
Communicates and coordinates with internal departments, outside organizations and customers in order to resolve issues and concerns and to relieve executive of administrative details
Uses tact, discretion and judgment in all communications
Organizes work flow through supervisor's office
Coordinates with other division and department administrative staff
Maintains procedures and other manuals as needed
May provide administrative support to other departments, functions and areas as necessary
Coordinates facilities issues