Executive Assistant III, TD Securities

Executive Assistant III - TDS

The Executive Assistant III - TDS 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 works with people at all levels of the company, as well as external organizations and customers and handles highly confidential materials. This role facilitates management details and serves as an intermediary with important delegated administrative functions to relieve executives of administrative responsibilities and details. This role may supervise various offices' administrative and support personnel. This role coordinates and facilitates high-level executive functions with wide latitude for independent judgment. This role assists with numerous highly confidential functions including merger & acquisition early-stage meetings and due diligence document organization. This role compiles, formats, prepares and distributes Board of Directors and Committee meeting materials, minutes and records.

Depth & Scope:

• Provides dedicated executive administrative support, reporting directly to a Bank Executive.
• Delivers senior-level administrative support and handles diverse tasks of varying complexity.
• Effectively manages multiple tasks in a fast-paced environment, ensuring all deadlines are met.
• Demonstrates thorough attention to detail by accurately preparing and promptly completing all required documentation, such as expense reports, presentations, invoices, correspondence, tables, charts, and files.
• Organizes and schedules meetings, including room booking facilities, arranging equipment, and coordinating refreshments as needed.
• Manages all travel logistics including registration for events and conferences, transportation, airfare, and hotel reservations.
• Proactively oversees calendar and travel bookings to prevent scheduling conflicts.
• Responds promptly during off-hours when urgent tasks arise.
• Provides exceptional administrative support, consistently upholding professionalism and delivering excellent service in all interactions with internal and external stakeholders.
• Efficiently manages and responds to incoming requests for information, either independently or by directing them to the appropriate person or department.
• Delivers accurate and organized administrative support, including collecting and tracking data, researching information, distributing mail, processing expense reports, managing calendars, maintaining files / administrative supplies, and handling other required tasks.
• Exercises discretion in handling confidential correspondence and information, escalating issues when appropriate.
• Prioritizes and manages workflow to maintain quality and efficiency, adapting flexibly to changing work priorities and meeting deadlines.
• Maintains expertise in relevant software and department-specific systems, such as MS Office (Word, PowerPoint, Excel, Outlook..), Adobe. Uses software programs and equipment efficiently, producing documents and information that support team needs.
• Effectively manages expectations and concerns through strong verbal and written communication skills.
• Takes initiative to identify and recommend improvements in job function, researching and resolving issues as needed to accomplish assigned tasks.
• Acts as a collaborative team member, adjusting flexibly to changing priorities.
• Keeps team members informed about project status, progress, and relevant information related to daily activities.
• Supports the team by continually developing knowledge within the area of responsibility.
• Exercises autonomy and discretion to make decisions within established parameters.
• Handles sensitive and confidential material requiring discretion.

Education & Experience:

• Associate's degree and/or Bachelor's degree or progressive work experience in addition to experience below
• 5+ years of related experience
• Exceptional clerical and administrative skills
• Experience working in a financial institution a plus
• Previous experience supporting a C-suite level Executive preferred
• 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