Lead Receptionist

TD Bank • New York, NY

1d • $45,000 - $70,000

About The Position

Deliver a high level of customer service to Wholesale Banking businesses. Responsible for managing and ensuring proper set-up of internal and external conference room bookings, including AV, Food & beverage and miscellaneous set-up requests, as well as retaining all associated documentation. Work with concierge consultants to ensure professional service. Ensure reception areas, meeting rooms and kitchens are kept tidy and convey a professional business environment, notifying appropriate contacts if maintenance services are required. Answer telephones in a professional, courteous and timely manner. Respond to all inquiries and requests independently or direct appropriately. Receive and maintain reception periodicals and décor. Communicate effectively with employees, business partners and clients. Keep manager informed and up-to-date about all relevant information related to day-to-day activities, and escalate issues as appropriate. Exercise discretion in managing correspondence, information and all matters of confidentiality. Support the business with special projects or administrative requests as required. Prioritize and manage own workflow to ensure efficiency and effectiveness. Be an effective team player and be flexible in adjusting to changing work priorities, including occasional overtime requests. Participate fully as a member of the team and contribute to a positive work environment. Support the team by continuously developing knowledge, including maintaining proficiency with software applications/programs and/or department specific systems as required. Place in visitors into visitor system. Work with facilities business team.with any desk location. The Receptionist receives incoming calls on a switchboard and directs them to the appropriate department or Employee. Provides consistently pleasant and efficient service to Customers and bank personnel. Handles calls in accordance with standards and guidelines set by the department while supporting TD Bank's Customer Service philosophy. Answers general questions regarding department and provides appropriate information. Handles basic Customer inquiries Keeps an up-to-date directory of telephone numbers throughout the bank Answers general questions regarding bank locations, hours, products and services from Customers and other Company personnel, or refers them to the appropriate department where they will obtain a timely and accurate answer Ensures Customer issues are handled appropriately, escalating issues when necessary Screens calls not immediately identifiable by questioning callers regarding the service, department, or individual involved Relays incoming and outgoing calls May operate internal paging system Performs the following: Sorts, stamps, and distributes mail, maintains records and files, sends, receives and distributes faxes, arranges meetings and appointments, files and photocopies as needed, types memos and assists with mailings Completes all required online training and follows all department procedures resulting in effective compliance for all job-relevant State and Federal regulations including, but not limited to Employee policies, procedures, CRA EEO/ AA, as well as all job relevant Risk Management and Corporate standards Maintains acceptable phone log Arrives on-time and logged-in, ready to receive calls as scheduled throughout assigned shift Education & Experience: Undergraduate Degree or Community College Diploma up to 3 years related experience The Executive Assistant I provides dedicated administrative support to executives and may also provide a broad range of administrative or general office support for a broader team. Depth & Scope: Reports to a TDBG Vice President (VP) and provides administrative support 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 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 Education & Experience: Post-Secondary education 2+ years of experience Customer Accountabilities: Provides a high level of administrative support ensuring quality service and professionalism at every interaction Acts as the point of contact among executives, employees, clients and other external partners Manages information flow in a timely and accurate manner Maintains executives' schedules by planning and scheduling meetings, conferences, teleconferences, and travel Manages expenses and prepares weekly, monthly or quarterly reports Formats information for internal and external communication – memos, emails, presentations, reports Takes minutes during meetings Screens and directs phone calls and distribute correspondence Supports broader team may manage office supply inventory, equipment, and other processes as required Shareholder Accountabilities: Prioritizes and manages own workload to meet SLA requirements for service and productivity Consistently exercises discretion in managing correspondence Understands and applies operating policies and procedures Ensures documentation that is prepared / completed is accurate and properly reflects business intentions and is consistent with relevant rules / regulations Escalates non-standard or high-risk activities as necessary Identifies and recommends opportunities to enhance productivity, effectiveness and operational efficiency Ensures necessary due diligence to support the accuracy of all activities Is knowledgeable of and complies with Bank Code of Conduct Employee/Team Accountabilities: Participates fully as a member of the team, supports a positive work environment that promotes service to the business, quality, innovation and teamwork and ensures timely communication of issues / points of interest Supports the team by continuously enhancing knowledge / expertise in own area and participates in knowledge transfer within the team and business unit Participates in personal performance management and development activities, including cross training within own team Keeps 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 Contributes to a fair, positive and equitable environment that supports a diverse workforce Acts as a brand ambassador for your business area/function and the bank, both internally and/or externally Physical Requirements: Never: 0%; Occasional: 1-33%; Frequent: 34-66%; Continuous: 67-100% Domestic Travel – Occasional International Travel – Never Performing sedentary work – Continuous Performing multiple tasks – Continuous Operating standard office equipment - Continuous Responding quickly to sounds – Occasional Sitting – Continuous Standing – Occasional Walking – Occasional Moving safely in confined spaces – Occasional Lifting/Carrying (under 25 lbs.) – Occasional Lifting/Carrying (over 25 lbs.) – Never Squatting – Occasional Bending – Occasional Kneeling – Never Crawling – Never Climbing – Never Reaching overhead – Never Reaching forward – Occasional Pushing – Never Pulling – Never Twisting – Never Concentrating for long periods of time – Continuous Applying common sense to deal with problems involving standardized situations – Continuous Reading, writing and comprehending instructions – Continuous Adding, subtracting, multiplying and dividing – Continuous The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required. The listed or specified responsibilities & duties are considered essential functions for ADA purposes.

Requirements

• Undergraduate Degree or Community College Diploma up to 3 years related experience
• Post-Secondary education 2+ years of experience

Nice To Haves

• Preferred Qualifications

Responsibilities

• Deliver a high level of customer service to Wholesale Banking businesses.
• Responsible for managing and ensuring proper set-up of internal and external conference room bookings, including AV, Food & beverage and miscellaneous set-up requests, as well as retaining all associated documentation.
• Work with concierge consultants to ensure professional service.
• Ensure reception areas, meeting rooms and kitchens are kept tidy and convey a professional business environment, notifying appropriate contacts if maintenance services are required.
• Answer telephones in a professional, courteous and timely manner.
• Respond to all inquiries and requests independently or direct appropriately.
• Receive and maintain reception periodicals and décor.
• Communicate effectively with employees, business partners and clients.
• Keep manager informed and up-to-date about all relevant information related to day-to-day activities, and escalate issues as appropriate.
• Exercise discretion in managing correspondence, information and all matters of confidentiality.
• Support the business with special projects or administrative requests as required.
• Prioritize and manage own workflow to ensure efficiency and effectiveness.
• Be an effective team player and be flexible in adjusting to changing work priorities, including occasional overtime requests.
• Participate fully as a member of the team and contribute to a positive work environment.
• Support the team by continuously developing knowledge, including maintaining proficiency with software applications/programs and/or department specific systems as required.
• Place in visitors into visitor system.
• Work with facilities business team.with any desk location.
• The Receptionist receives incoming calls on a switchboard and directs them to the appropriate department or Employee.
• Provides consistently pleasant and efficient service to Customers and bank personnel.
• Handles calls in accordance with standards and guidelines set by the department while supporting TD Bank's Customer Service philosophy.
• Answers general questions regarding department and provides appropriate information.
• Handles basic Customer inquiries
• Keeps an up-to-date directory of telephone numbers throughout the bank
• Answers general questions regarding bank locations, hours, products and services from Customers and other Company personnel, or refers them to the appropriate department where they will obtain a timely and accurate answer
• Ensures Customer issues are handled appropriately, escalating issues when necessary
• Screens calls not immediately identifiable by questioning callers regarding the service, department, or individual involved
• Relays incoming and outgoing calls
• May operate internal paging system
• Performs the following: Sorts, stamps, and distributes mail, maintains records and files, sends, receives and distributes faxes, arranges meetings and appointments, files and photocopies as needed, types memos and assists with mailings
• Completes all required online training and follows all department procedures resulting in effective compliance for all job-relevant State and Federal regulations including, but not limited to Employee policies, procedures, CRA EEO/ AA, as well as all job relevant Risk Management and Corporate standards
• Maintains acceptable phone log
• Arrives on-time and logged-in, ready to receive calls as scheduled throughout assigned shift
• Provides a high level of administrative support ensuring quality service and professionalism at every interaction
• Acts as the point of contact among executives, employees, clients and other external partners
• Manages information flow in a timely and accurate manner
• Maintains executives' schedules by planning and scheduling meetings, conferences, teleconferences, and travel
• Manages expenses and prepares weekly, monthly or quarterly reports
• Formats information for internal and external communication – memos, emails, presentations, reports
• Takes minutes during meetings
• Screens and directs phone calls and distribute correspondence
• Supports broader team may manage office supply inventory, equipment, and other processes as required
• Prioritizes and manages own workload to meet SLA requirements for service and productivity
• Consistently exercises discretion in managing correspondence
• Understands and applies operating policies and procedures
• Ensures documentation that is prepared / completed is accurate and properly reflects business intentions and is consistent with relevant rules / regulations
• Escalates non-standard or high-risk activities as necessary
• Identifies and recommends opportunities to enhance productivity, effectiveness and operational efficiency
• Ensures necessary due diligence to support the accuracy of all activities
• Is knowledgeable of and complies with Bank Code of Conduct
• Participates fully as a member of the team, supports a positive work environment that promotes service to the business, quality, innovation and teamwork and ensures timely communication of issues / points of interest
• Supports the team by continuously enhancing knowledge / expertise in own area and participates in knowledge transfer within the team and business unit
• Participates in personal performance management and development activities, including cross training within own team
• Keeps 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
• Contributes to a fair, positive and equitable environment that supports a diverse workforce
• Acts as a brand ambassador for your business area/function and the bank, both internally and/or externally

Benefits

• Our Total Rewards package reflects the investments we make in our colleagues to help them and their families achieve their financial, physical and mental well-being goals.
• Total Rewards at TD includes base salary and variable compensation/incentive awards (e.g., eligibility for cash and/or equity incentive awards, generally through participation in an incentive plan) and several other key plans such as 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, and reward and recognition.
• Through regular development conversations, training programs, and a competitive benefits plan, we’re committed to providing the support our colleagues need to thrive both at work and at home.
• You’ll have regular career, development, and performance conversations with your manager, as well as access to an online learning platform and a variety of mentoring programs to help you unlock future opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree