Executive Assistant - Compliance Department, TD Securities (US)

Work Location :

New York, New York, United States of America

Hours:

40

Line of Business:

Administration

Pay Detail:

$70,000 - $90,000 USD

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:

Our TDS Compliance Department is looking to hire an experienced Executive Assistant to join our office in New York (US headquarters).

Department Overview

At TD Securities (TDS), everything we do is driven by our passion to provide legendary customer experience. In order to reach and exceed the commitments we make to our customers and greater communities, our executive team seeks out and relies on exceptional people for support. Alongside caring colleagues and supportive leaders, our administrative and executive assistants provide a broad range of organizational and general workplace support to an executive within TDS.

Job Details

If you are a highly organized, proactive, trustworthy individual who can support a senior-executive and help maintain smooth business operations through strong administration skills, we want you to join our team.

As a seasoned Executive Administrative Assistant, you will provide dedicated support for a Global Compliance executive at TDS. You will have exceptional organizational and communication skills, the ability to anticipate needs, and the discretion to handle sensitive and confidential information. The ideal candidate will be comfortable working in a fast paced-environment, coordinating a complex and dynamic schedule, travel arrangements, and liaising with other senior leaders and their executive support.

What You'll Do

You will make a meaningful impact, grow your skills, and thrive in our culture of care. As a valued member of the team your work will involve a range of complexities and may include the following accountabilities:

• High volume calendar management for Senior Vice President – triage incoming requests; plan efficient, streamlined days; troubleshoot conflicts with creative solutions; coordinate and confirm appointments, meetings, and events.
• Serve as a point of contact between the executive and internal/external stakeholders, including other senior-level executive assistants.
• Coordinate executive travel, including supporting travel delay re-scheduling for national and international travel arrangements in addition to rescheduling meetings with internal/external parties.
• Process expenses ensuring timely completion.
• Logistical coordination of in-office or virtual meetings, townhalls, and offsite events; may include booking meeting spaces, technology setup, event day troubleshooting, and ordering catering with dietary restrictions.
• Maintain confidentiality: Handle sensitive information with the utmost integrity and professionalism.
• Apply appropriate due diligence ensuring accuracy in completing ad-hoc executive administrative tasks (e.g., reports, invoices, communications, tables, charts, files)
• Willingness to go above and beyond, including running occasional errands or assisting with other personal tasks as needed.

Cultivate our Culture of Care

• Provide executive support while ensuring quality service and professionalism at every interaction.
• Participate fully as a member of the team and contribute to a positive work environment.

What You Need to Succeed

• High school diploma with 5+ years of relevant experience
• Experience supporting an executive who leads global teams across multiple jurisdictions and time zones, with the ability to manage and schedule across international calendars.
• Extensive knowledge of Microsoft Office Suite and internet applications (Outlook, PowerPoint, Word, Excel, etc.)
• Ability to work independently with flexibility to coordinate processes and information across related teams and proactively anticipate needs.
• Ability to collaborate with other Executive Assistants/Administrative Assistants, in addition to internal and external partners.
• Can perform efficiently in a multi-task environment and ensure deadlines are met.
• Can efficiently interpret TD policies and help executive apply these standards in a fast-changing environment.
• Experience coordinating complex travel arrangements and comfortable managing frequent changes.
• Strong organizational skillset to manage accountability while simultaneously managing executive administrative requirements.
• Excellent communication skills with the ability to listen actively, ask questions, and communicate effectively.
• Strong judgment skills to support initiatives and apply discretion when working with highly sensitive information.
• Work with complete autonomy alongside leader.

*General Job Description:

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.

Who We Are

TD Securities offers a wide range of capital markets products and services to corporate, government, and institutional clients who choose us for our innovation, execution, and experience. With more than 6,500 professionals operating out of 40 cities across the globe, we strive to make every interaction, product and experience remarkably human and refreshingly simple. Our services include underwriting and distributing new issues, providing trusted advice and industry-leading insight, extending access to global markets, and delivering integrated transaction banking solutions. In 2023, we acquired Cowen Inc., offering our clients access to a premier U.S. equities business and highly-diverse equity research franchise, while growing our strong, diversified investment bank.

Together, we are reimagining what banking can be for our clients, colleagues and communities.

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 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. 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.

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.

If you’re passionate about helping clients and building deep, lasting relationships, TD offers diverse career paths where you can grow your expertise and make a meaningful impact.

We're committed to your success and foster a respectful workplace where diverse perspectives are valued, everyone has fair opportunities to grow, and you can unlock your full potential to achieve your career goals. Here at TD, we hire and develop the best.

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

TD Bank is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, status as a protected veteran or any other characteristic protected under applicable federal, state, or local law.

If you are an applicant with a disability and need accommodations to complete the application process, please email TD Bank US Workplace Accommodations Program at USWAPTDO@td.com . Include your full name, best way to reach you and the accommodation needed to assist you with the applicant process.