Executive Assistant I, TD Securities

Executive Assistant I, TD Securities

The Executive Assistant I, TD Securities is responsible for providing confidential, high-level administrative support to senior executives within a company division. This person manages complex tasks that call for discretion and independent judgment, interacting with colleagues at all levels and handling sensitive materials. The role streamlines management details, acting as an intermediary for key administrative duties and allowing executives to focus on strategic responsibilities. With significant latitude for decision-making, this assistant coordinates executive operations effectively.

Depth & Scope:

• Offers advanced administrative assistance to the department head and members of the US Energy team, ensuring both internal and external professionalism and service quality.
• Handles multiple tasks efficiently and meets deadlines consistently.
• Applies thorough diligence to guarantee accuracy and timely completion of reports, presentations, communications, charts, files, and other documentation.
• Organizes meetings—whether in-person or virtual via Teams/Webex—including arranging venues, sending pre-meeting materials, and setting up necessary equipment.
• Maintains expert knowledge of software tools such as MS Office, Word, PowerPoint, Excel, Teams, Webex, Copilot, and other department-specific systems.
• Responds promptly and independently to incoming inquiries or directs them to the appropriate party.
• Delivers optimal customer service and maintains a professional demeanor.
• Coordinates logistics for Senior Executive office visits by collaborating with their EAs on transportation and in-office needs.
• Provides reliable and organized administrative support: gathers and tracks data, researches information, submits departmental call reports, processes expense reports, arranges travel, manages calendars, organizes meetings, creates and maintains files, and completes other tasks as required.
• Exercises discretion when managing correspondence and confidential matters, escalating issues when necessary.
• Prioritizes workflow to ensure efficiency and flexibility in adapting to changing priorities.
• Uses software tools efficiently and produces documents that support team needs.
• Manages expectations through clear verbal and written communication.
• Proactively recommends improvements within the job function, investigates and resolves issues as needed.
• Demonstrates teamwork and adaptability to shifting work priorities.
• Participates actively as a team member, fostering a positive workplace environment.
• Keeps teammates informed about project status and relevant daily activity updates.
• Continues to build expertise within the area of responsibility.
• Reports directly to the Department Head, offering complete executive administrative support.
• Handles a wide range of complex administrative tasks with autonomy and discretion within defined parameters.
• May manage sensitive or confidential material with care.

Education & Experience:

• Associate's or Bachelor's degree, or equivalent progressive work experience
• Over 5+ years of experience in investment banking or mortgage office settings
• Excellent clerical and administrative abilities
• Understanding of organizational structure, terminology, and operational processes
• Ability to work independently and keep others efficient and focused
• Strong organizational skills
• Exceptional written and spoken communication skills
• Advanced PC proficiency, including spreadsheets, reporting, and presentation software