Executive Assistant providing dedicated administrative support to executives at TD Bank. Managing schedules, information flow, and acting as the liaison among internal and external partners.
About the role
- Executive Assistant supporting Teleflex's Legal and Compliance teams. Providing high-level administrative support and managing key operational tasks at Wayne, PA office.
Responsibilities
- Provide day-to-day administrative support to the Corporate Vice President, General Counsel & Secretary and the Corporate Vice President, Chief Compliance Officer, as well as members of the Legal and Compliance functions, including but not limited to:
- Business travel planning and coordination.
- Expense reporting and reconciliation.
- Organize and prepare materials for internal and executive-level meetings including Board of Directors, Executive Meetings, and Compliance briefing committees.
- Calendar management, meeting scheduling, and coordination of executive-level activities.
- Act as a liaison between leadership and their direct reports to share information and deadlines as needed, with follow up on status of assignments to leadership team members or other stakeholders.
- Uphold a strict level of confidentiality and handle sensitive information with the highest level of discretion.
- Prepare meeting agendas, take and distribute minutes, track action items, and proactively follow up to ensure deadlines and deliverables are met.
- Draft, edit, and format presentations, reports, and other documents (Word, Excel, PowerPoint) in support of organizational objectives.
- Coordinate communications, including maintaining distribution lists, sending internal updates, responding to inquiries, and supporting email management.
- Support operations for both departments, including basic document review, recordkeeping, photocopying, mailings, and maintaining department supplies.
- Maintain organized and confidential department files, records, and documentation.
- Collaborate with other administrative assistants to ensure smooth coordination of activities and information flow across the functions.
- Assist with special projects, initiatives, and ad hoc requests for the Legal and Compliance teams.
- Support cross-functional projects by maintaining action trackers, scheduling project activities, preparing summaries and reports, and ensuring progress is documented.
- Serve as the point of contact for Legal billing matters. Coordinate billing and invoice processes for the Legal department, including but not limited to:
- Reviewing and processing outside counsel invoices.
- Liaising with vendors and internal finance teams to ensure timely and accurate billing/processing.
- Track budget and spend against the legal forecasts; provide legal spending reports.
- Maintain records of billing agreements.
- Submit and monitor vendor invoices for the Compliance Officer and budget tracking and updates to finance as required.
- Coordinate translation services, as requested, with online vendor.
- Assist with other duties, special projects and initiatives as assigned.
Requirements
- Bachelor’s degree; relevant experience may be considered in lieu of a degree.
- Minimum three years of experience in an administrative, coordinator, or support role.
- Experience within a Legal, Compliance, Corporate or healthcare related field is a plus.
- Experience with expense and billing systems.
- Excellent communication skills (interpersonal, verbal, and written)
- Excellent organization skills and attention to detail.
- Ability to handle highly confidential information with discretion.
- Strong time management skills and problem-solving skills.
- Ability to efficiently handle multiple tasks on tight deadlines.
- Proficiency with Microsoft Office applications, with an emphasis on Word, Excel, Outlook and PowerPoint.
- Ability to conduct business in a professional manner and maintain composure during stressful situations.
- Ability to perform duties with initiative and exercise sound judgment.
- Ability to work effectively both independently and as part of a team.
- Ability to recognize problems, make recommendations and in some cases, independently resolve and implement solutions.
Benefits
- None specified
Job title
Job type
Experience level
Salary
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Degree requirement
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