Td Bank Floating Executive Assistant Office Manager CIB TDS US 

United States, New York, New York 

450620317

New York, New York, United States of America

$65,000 - $105,000 USD

Department Overview:

TD Securities Corporate and Investment Banking provides a full range of financial advisory and capital-raising services to corporate and institutional clients globally. The department is organized into areas of expertise by product, region, and industry.

Position Overview:

The Corporate & Investment Banking group is a demanding environment and requires a self-starting, efficient person who works extremely well in a team, can manage multiple priorities at the same time, and thrives in a fast-paced, intense and exciting environment.

In this role, you will be a member of the Colleague Experience Center of Excellence within the Corporate & Investment Banking Business Management Team, which oversees a variety of colleague engagement programs in support of the overall business. In this position, you will also act as a floating executive assistant to support business leaders on an as-needed basis. More specifically, the role will require you to:

• Partner with the Business Management team as a floating Executive Assistant to provide support for all Corporate and Investment Banking Groups, on an as-needed basis, within the division
• Temporarily cover CIB Groups that require additional assistance to perform essential functions and provide accurate, organized and efficient administrative support
• General administrative duties include answering the phone for senior team members, greeting clients and guests, filing, photocopying, ordering food for breakfast and lunch meetings, etc.
• Interface with Senior Leaders on a regular basis to support business initiatives
• Be responsible for own workflow and schedule to ensure quality and efficiency is given to Groups and the Business
• Maintain internal Executive Assistant management through Teams chats, information sharing, training sessions, etc.
• Office management tasks include managing CIB floor plans, seating assignments, organization charts, room reservation, visitor requests, Bloomberg terminal clean ups, vendor management collaboration, etc.
• Be the first line of contact for centralized onboarding tasks, providing "white glove service" to Bankers, and perform follow ups to check in on progress and/or additional needs
• Keep others in the immediate team informed and up-to-date about the status/progress of projects, and all relevant or useful information related to day-to-day activities
• Collaborate with multiple teams across TD Securities to organize Employee Appreciate Week activities in the office for the Corporate & Investment Banking population
• Assist ad-hoc Corporate and Investment Banking Business Management event logistics, special projects, moraleplanning-initiatives,and other tasks

Depth & Scope:

• Provides a high level of administrative support ensuring quality service and professionalism at every customer interaction
• Manages efficiently in a multi-tasked environment and ensures deadlines are met
• Applies appropriate due diligence ensuring accuracy in preparing and promptly completing all required supporting documentation (i.e.reports, presentations, invoices,correspondence/communications,tables, charts, files, etc.)
• Schedules and organizes meetings, including preparation and coordination by booking the facility, pre-mail, arranging required equipment, refreshments, etc., as required
• Maintains proficiency with softwareapplications/programsand/or department specific systems as required (i.e. MS Office, Word, PowerPoint, Excel, Lotus Notes, etc.)
• Efficiently manages and promptly responds to all incoming enquiries/requests for information independently or re-directs to the appropriate person/area
• Ensures the optimal level of customer service and professionalism is provided
• Provides accurate, organized and efficient administrative support; collects and tracks data, researches information, sorts and distributes mail, balances and processes expense reports, schedules and organizes meetings, manages calendars, creates and maintains files, and performs other administrative assignments as required
• Consistently exercises discretion in managing correspondence, information and all matters of confidentiality; escalates issues where appropriate
• Prioritizes and manages own workflow to ensure quality and efficiency (i.e. meets deadlines; be flexible in adjusting to changing work priorities)
• Uses software programs and other tools or equipment with ease and efficiency, and providesdocuments/informationthat effectively support the needs of the team
• Efficiently managesexpectations/concernsthrough strong communication skills, both verbal and written
• Takes initiative to identify and recommend improvements in own job function, researches and/or investigates issues requiring resolution in order to execute on assigned tasks
• Be an effective team player and flexible in adjusting to changing work priorities
• Participates fully as a member of the team and contributes to a positive work environment
• Keeps others in the immediate team informed and up to date about the status/progress of projects, and all relevant or useful information related to day-to-day activities
• Supports the team by continuously developing knowledge in own area
• Reports to a Bank Executive and provides dedicated executive administrative support
• Senior level of administrative support and performs diverse range of tasks that involve a range of complexity
• Has autonomy and some discretion to make decisions within well-defined parameters
• Role may also be involved with the administration of sensitive and/or confidential material requiring discretion

Education & Experience:

• 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

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.

If you’re interested in a specific career path or are looking to build certain skills, we want to help you succeed. 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. Whether you have a passion for helping customers and want to expand your experience, or you want to coach and inspire your colleagues, there are many different career paths within our organization at TD – and we’re committed to helping you identify opportunities that support your goals.
We will provide training and onboarding sessions to ensure that you’ve got everything you need to succeed in your new role.