Admin Assistant

TD Bank; Victoria; On-site; CAD 40,000 - 60,000; Full time

Job summary

TD Bank is seeking an Administrative Assistant to provide dedicated support to multiple executives. The role involves managing calendars, coordinating travel, and assisting with various administrative tasks. Candidates should be highly organized, possess excellent communication skills, and have a background in supporting executives. A strong proficiency in Microsoft Office is essential, along with a high school diploma and several years of relevant experience.

Benefits

Regular development conversations

Comprehensive training programs

Qualifications

• 3 to 5 years of relevant experience.
• Extensive knowledge of Microsoft Office Suite.
• Ability to support 2-3 leaders simultaneously.

Responsibilities

• Manage calendar for multiple executives.
• Coordinate travel arrangements.
• Assist in onboarding/offboarding activities.

Skills

Organization

Communication

Independence

Confidentiality

Multi-tasking

Education

High school diploma

Tools

Microsoft Office Suite

Job description

At TD Bank Group (TD), everything we do is driven by our passion to provide legendary customer experiences. 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 executives within TD

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 :

Make an Impact :

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.