Admin Assistant

TD Bank; Ajax; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading financial institution is seeking an organized Administrative Assistant to provide dedicated support for several executives. Responsibilities include calendar management, travel coordination, and maintaining confidentiality while assisting leaders. Ideal candidates should have 3-5 years of relevant experience and strong skills in Microsoft Office. Join a dynamic team where you can grow and thrive.

Qualifications

• 3 to 5 years of relevant administrative experience.
• Proven track record supporting multiple executives.
• Ability to work independently and in a team.

Responsibilities

• Manage calendars for executives and troubleshoot conflicts.
• Coordinate travel arrangements for multiple leaders.
• Assist in onboarding and offboarding activities.

Skills

Microsoft Office Suite

Organizational skills

Communication

Flexibility

Judgment skills

Education

High school diploma

Job description

Job Details

If you're a highly organized individual who can help maintain smooth business operations through strong administration skills, we want you to join our team.

As an Administrative Assistant, you'll provide dedicated support for several executives at TD. You'll also provide a wide range of administrative or general workplace support for the broader team as assigned.

What You'll Do

No matter where you work at TD you’ll make a meaningful impact, grow your skills and thrive in our culture of care. As a valued member of our executive team your work will involve a range of complexity and may include the following accountabilities :

• Own and maintain calendar management for multiple leaders (Vice Presidents, Senior Vice Presidents and Assistant Vice Presidents; may include their respective teams) and troubleshoot conflicts with creative solutions
• Coordinate travel for leaders, including supporting travel delay re-scheduling for national and international travel arrangements in addition to rescheduling meetings with internal / external parties
• Process expenses for teams ensuring timely completion
• Assist with onboarding / offboarding activities for team members within your greater group (e.g., asset management, access management, supply orders)
• Assist in coordinating in-office or virtual meetings, townhalls or offsite events; may include booking meeting spaces, agenda development, technology setup, amalgamating / proofreading PowerPoint decks, event day troubleshooting and ordering catering with dietary restrictions
• Maintain confidentiality : Possible access to leaders' emails to assist in prioritizing or performing important administrative tasks on their behalf
• Apply appropriate due diligence ensuring accuracy in completing ad-hoc administrative tasks (e.g., reports, invoices, communications, tables, charts, files)
• Inform immediate team regularly on project status, as well as relevant information related to day-to-day activities
• Provide vacation / temporary coverage for colleagues, supporting additional leader

Experience Growth :

• Provide training to new Administrative Assistants and be a Subject Matter Expert for common tasks performed
• Work with complete autonomy alongside leader; may partner with Special Assistant or other leaders to finish unique tasks

Cultivate our Culture of Care :

• Provide 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

Job Requirements

What You Need to Succeed

We’re proud to work with a group of diverse colleagues. If you have relevant experience that isn’t mentioned below, tell us about it in your resume or cover letter.

• High school diploma with 3 to 5 years of relevant experience
• Extensive knowledge of Microsoft Office Suite and internet applications (Outlook, PowerPoint, Word, etc.)
• Ability to work independently as well as part of a team with flexibility to coordinate processes and information across related teams
• Proven track record in supporting / performing Executive Assistant tasks for 2-3+ leaders at one time
• 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 executives apply these standards in a fast-changing environment
• Experience coordinating travel arrangements and comfortable managing frequent changes
• Strong organizational skillset to manage accountabilities while simultaneously managing leaders' 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 confidential information

Colleague Development

Through regular development conversations and training programs, we’re committed to providing our colleagues with the support they need to thrive both at work and at home.