Executive Assistant (Admin Assistant)

Work Location:
Toronto, Ontario, Canada

Hours:
37.5

Line of Business:
Administration

Pay Details:
$55,000 - $75,000 CAD

The pay details posted reflect a temporary market premium specific to this role that is reassessed annually.

TD is committed to providing fair and equitable compensation opportunities to all colleagues. Growth opportunities and skill development are defining features of the colleague experience at TD. Our compensation policies and practices have been designed to allow colleagues to progress through the salary range over time as they progress in their role. The base pay actually offered may vary based upon the candidate's skills and experience, job-related knowledge, geographic location, and other specific business and organizational needs.

As a candidate, you are encouraged to ask compensation related questions and have an open dialogue with your recruiter who can provide you more specific details for this role.

Job Description:

Department Overview

The Administrative Assistant role will be provide administrative support to HR Executives in the Executive Compensation and HR Operations teams and plays a key role in providing quality service to our teams, clients, board members and corporate partners.
The role will coordinate various HR partner activities, manage timelines and deliverables, and partner closely with the businesses that they support.

Job Description:

• Provide executive administrative support ensuring the optimal level of customer service and professionalism
• Manage efficiently in a multi-tasked environment and ensure deadlines are met
• Active calendar maintenance, including scheduling meetings, rescheduling conflicts, pre-mail materials, meeting facilities, etc.
• Apply appropriate due diligence and judgment ensuring accuracy in preparing and promptly completing all required supporting documentation (i.e., reports, invoices, correspondence, communications, tables, charts, files, PPT presentations, etc.)
• Consistently exercise discretion in managing correspondence, information and all matters of confidentiality, escalate where appropriate
• Efficiently manage expectations/concerns through strong communication skills, both verbal and written
• Schedule and organize meetings or special events, including preparation and co-ordination by booking the facility, arranging required equipment, refreshments, etc., as required
• Maintain proficiency with software applications/programs and/or department specific systems as required (i.e. MS Office, Word, PowerPoint, Excel, Outlook, etc.)
• Efficiently manage and promptly respond to all incoming enquiries/requests for information independently or re-direct to the appropriate person/area
• Take initiative to identify and recommend improvements in own job function, research and/or investigate issues requiring resolution in order to execute on assigned tasks
• Prioritize and manage own workflow to ensure quality and efficiency (i.e. meet deadlines; be flexible in adjusting to changing work priorities)
• Prepare Travel and Expense (T&E) reports for executives as required
• Manage vendor and operating expenses by reconciling reports monthly
• Process invoices and ensure that invoices are approved for payment and recorded
• Sort, distribute and maintain mail slots, as well as re-route mail that is not for our team (as appropriate)
• Create and maintain organization charts for the team and manage the team email distribution lists
• Manage the Quarterly Lan Attestation regarding "O" drive access
• Ensure that team members have the correct tools/equipment to do their job by assisting with the purchasing of hardware, software and other supplies as required
• Business Continuity Management (BCM) Coordinator and call tree updates as is required
• Create and maintain vacation tracker for the team
• Act as a intranet and translation services liaison for the team for intranet posting requirements

Job Requirements :

• Minimum of 5 years of experience in an Administrative role supporting executives or equivalent experience managing in a fast paced environment with multiple stakeholders
• Calendar management experience
• Experience sourcing venues and organizing corporate meetings
• Excellent knowledge and proficiency in MS Outlook, Excel, Word and PowerPoint)
• Able to work in a fast-paced and changing environment and efficiently manage workload
• Excellent written and verbal communication skills
• Demonstrates sound judgment
• Exceptional organizational and time management skills
• Excellent relationship building skills
• Self-starter with an ability to see opportunities for process improvements and carry out improvements independently to enhance operational effectiveness

Who We Are:

TD is one of the world's leading global financial institutions and is the fifth largest bank in North America by branches/stores. Every day, we deliver legendary customer experiences to over 27 million households and businesses in Canada, the United States and around the world. More than 95,000 TD colleagues bring their skills, talent, and creativity to the Bank, those we serve, and the economies we support. We are guided by our vision to Be the Better Bank and our purpose to enrich the lives of our customers, communities and colleagues.

TD is deeply committed to being a leader in customer experience, that is why we believe that all colleagues, no matter where they work, are customer facing. As we build our business and deliver on our strategy, we are innovating to enhance the customer experience and build capabilities to shape the future of banking. Whether you've got years of banking experience or are just starting your career in financial services, we can help you realize your potential. Through regular leadership and development conversations to mentorship and training programs, we're here to support you towards your goals. As an organization, we keep growing - and so will you.

Our Total Rewards Package
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 a base salary, variable compensation, and several other key plans such as health and well-being benefits, savings and retirement programs, paid time off, banking benefits and discounts, career development, and reward and recognition programs. Learn more

Additional Information:
We're delighted that you're considering building a career with TD. 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.

Please be advised that this job opportunity is subject to provincial regulation for employment purposes. It is imperative to acknowledge that each province or territory within the jurisdiction of Canada may have its own set of regulations, requirements.

Colleague Development
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.

Training & Onboarding
We will provide training and onboarding sessions to ensure that you've got everything you need to succeed in your new role.

Interview Process
We'll reach out to candidates of interest to schedule an interview. We do our best to communicate outcomes to all applicants by email or phone call.

Accommodation
Your accessibility is important to us. Please let us know if you'd like accommodations (including accessible meeting rooms, captioning for virtual interviews, etc.) to help us remove barriers so that you can participate throughout the interview process.

We look forward to hearing from you!

Language Requirement (Quebec only):
Sans Objet