Executive Assistant (C level support)

Td Ameritrade Jersey City, NJ
Role:

Provide administrative support to Human Resources Managing Director and other senior level Human Resource leaders. This position will interface with the C suite and other C suite executives assistants. They will coordinate management, department or professional(s) schedule(s) including travel, meetings, prepare documents and facilitate catering. Ability to proactively identify needs, plan and prioritize projects based on events under delegated autonomy to support recurring business needs. Regularly demonstrates strong organizational and project management skills, adept at multi-tasking, interpersonal, and verbal/written communication skills. Organize documents for various reports, briefings, and conferences inclusive of board of director materials. May serve as a communication liaison between various levels of personnel by relaying instructions and information, and following commitments through to completion. Identify and escalate complex problems to management and/or others for their direct involvement. Responsible for helping facilitate large scale meeting/events such as the annual department offsite, team building events etc… Must be proficient in Microsoft Office: Word, Outlook, PowerPoint, Excel, WebEx, Visio and coordinating video conferences along with other audio visual requirements. Should be comfortable interfacing with senior leaders in other departments (such as the CEO and other Senior Operating Commttee members). Have a proven track record of being a team player and working well with others. Must have a can do attitude with the ability to prioritize heavy work load.

Responsibilities:

* Coordinate management, department or professional(s) schedule(s)

* Arrange conference calls, organize and coordinate meetings including audio visual, PowerPoint and WebEx

* Manage travel arrangements

* Anticipate and identify executive's needs, plan and prioritize projects

* Locate and organize materials for various reports, briefings, and conferences inclusive of Board of Director meeting materials

* Gather and compile requested information, prepare invoices, perform research as assigned

* Draft reports and prepare presentations

* Prepare correspondence, maintain records and/or SharePoint/Exchange content with some interpretation of data

* Collaborate and work with other administrative staff to achieve goals of the executive team

* Other administrative duties as assigned

* Event Management-Department Offsite/Onsite

* Relay instructions and information across Teams and/or department and follows commitments through to completion

* May assist with coordinating cross functional project timelines

Requirements:

* High school diploma required with advanced education preferred

* 4+ years Executive Assistant experience required supporting C level executives.

* Prior experience supporting a Human Resources executive highly desired

* Proficiency in Microsoft Word, Excel and PowerPoint, Outlook, WebEx, Visio, Video Conference

* Proficient level of administrative support and may include drafting reports, conducting research or data presentation

* Prior expereince creating/editing Board of Director material highly desired

* Requires strong organization and coordination, multi-tasking, interpersonal and verbal/written communications skills

* Proficient knowledge of the business unit/department and product knowledge or processes

* Military experience may be substituted in lieu of education and/or experience

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