Operations & Administration Analyst

Operations & Administration Analyst

TD Securities Corporate and Investment Banking (CIB) delivers financial advisory and capital-raising solutions to top-tier corporate and institutional clients. The group operates within a high-performance, client-centric culture and is organized by product, region, and industry specialization.

The Business Management Team within CIB serves as a strategic enabler for senior executives and Relationship Managers by delivering high-impact operational oversight, enterprise program execution, and leadership engagement strategy. This high-visibility team ensures CIB leaders are equipped to focus on their core mandate, serving clients, by overseeing governance, continuity planning, workplace experience, and change management efforts across the platform.

The Operations & Administration Analyst will lead the ongoing operations of TD Securities' Toronto CIB office by ensuring seamless workplace experience, facilities coordination, and operational process execution. This role is ideal for a proactive, organized individual who thrives in a dynamic, high-expectation environment and is eager to contribute to both team goals and firm-wide priorities.

The individual will serve as a primary point of contact for CIB Toronto office operations. This role is expected to act with a high level of autonomy, influence cross-functional stakeholders, and continuously enhance operational efficiency across the CIB platform. The typical hours for this role are 8:30am-5:00pm with additional flexibility as needed.

Key Responsibilities

Workplace Experience & Facilities Operations

• Manage day-to-day operations of CIB Toronto office spaces, including oversight of the Gym, Hive, and common areas.
• Own and manage vendor relationships and budget adherence for workplace-related services (such as cleaning, equipment maintenance, and supply ordering).
• Manage & update floor plans, including coordination of seating assignments for colleagues and visiting/travelling Executives, and office moves; ensure appropriate workstation setups in collaboration with IT/Technology partners.
• Administer pass card access and ensure physical security protocols are maintained and reviewed on a regular basis
• Coordinate internal events such as Employee Appreciation Week, Take Our Kids to Work Day, and socials, including catering and logistics.
• Supervise the Corporate Concierge and liaise with the Concierge Services / Enterprise Real Estate team; train the Concierge as necessary.
• Serve as the primary liaison with Facilities to coordinate and address workplace concerns, oversee office improvements and as required support minor office reconfigurations.

Operation & Process Execution

• Manage onboarding/offboarding logistics for new hires, transfers, and external vendors, including desk setup, access provisioning, and IT requests.
• Improve and manage onboarding procedures, including determining appropriate form fields from onboarding checklists, identifying responsible parties, and implementing rollout plans.
• Manage offboarding logistics for departures.
• Play a key role in cross-department projects and facilities initiatives, including executing operations-related projects.
• Support training and development logistics (i.e., coordinate meeting rooms, training setup, liaising with training vendors, etc.).

Governance, Audit, & Operational Risk Management

• Maintain project folder access controls, shared drives, and distribution lists.
• Submission of ServiceNow requests, LAN folder attestations and other compliance tracking requirements for quarterly supervision dashboard.
• Assist in completing Diamond, Access Management and non-Diamond attestations.

Resiliency, Crisis Management, & Business Continuity

• Act as CIB Toronto's Lead for Business Continuity Management (BCM), including emergency response protocols, call tree maintenance, and scenario testing aligned with enterprise risk frameworks.
• Act as the Fire Warden and First Aider for the office and promote adherence to health and safety standards.

Administrative Support

• Act as a delegate for Ariba conference room bookings and invoice approvals.
• Assist with administrative processes including maintaining organizational documents such as internal profiles and departmental FTE/Staffing reports
• Support colleagues with obtaining access to the TD network while on personal and business travel in accordance with TD tax and immigration compliance.
• Support regional Executive Assistants with process updates, enterprise updates, and general questions.
• Support front office teams by providing temporary executive assistant coverage to ensure continuity of operations when their EAs are unavailable.
• Support with Executive meetings and logistics (i.e., coordinate meeting rooms, room setup, etc.).

Qualifications

• 5-7 years of progressive experience in operations, administration, or office management, preferably in a financial services or professional services environment.
• Undergraduate degree preferred
• Strong attention to detail and communication skills.
• Strong organizational and problem-solving skills with the ability to manage competing priorities.
• Experience managing vendors, budget adherence, and enterprise support coordination.
• Experience working in a matrixed or cross-functional environment is an asset.
• Strong Proficiency with Microsoft Office (Excel, Word, PowerPoint), SharePoint, Ariba, and ServiceNow preferred.