Executive Assistant II

TD Bank•New York, NY

1d•Onsite

About The Position

The Executive Assistant II 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. 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
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

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