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Executive Assistant, Capital Markets

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CIBC

11d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
  • Toronto
  • Quick Apply

AI generated summary

  • You have 5+ years in admin support, strong judgment, proactive, detail-oriented, advanced PC skills, excellent communication, can manage confidentiality, and thrive in a fast-paced office environment.
  • You will manage executives' calendars, coordinate travel, handle correspondence, process expenses, support onboarding, and collaborate with teams to ensure efficient operations and a positive work environment.

Requirements

  • You have a minimum of 5 years’ experience in an administrative/ professional support function working in a dynamic, fast paced environment, dealing with complex issues and managing conflicting priorities, within scope of a similar role. Post-Secondary education in a related field, preferred.
  • You show confidence and ability to exercise independent judgment, discretion and diplomacy in managing the activities of the department.
  • You are proactive, thoughtful and have an inquisitive work ethic. You anticipate needs, think critically and make suggestions for improvements where appropriate.
  • You have the ability to work with limited direction and ambiguity to make decisions within your scope of accountability.
  • You are extremely detail oriented and very well organized. You are able to manage time and multi-task to accomplish a wide variety of tasks, and conflicting priorities.
  • You can demonstrate experience in advanced level PC skills (MS Office: Excel, Word, PowerPoint, Outlook; web browsers). Experience with Visio, Workday, Amex GBT and/or COUPA considered an asset.
  • You are a strong communicator. You show excellent communication skills, both written and verbal.
  • You are able to manage confidential materials in an appropriate manner.
  • You can work on-site. You enjoy working in office 4-5 days a week in a dynamic, fast-paced and exciting open-concept work environment.
  • Values matter to you. You bring your real self to work and you live our values - trust, teamwork, and accountability.

Responsibilities

  • As an Executive Assistant, you will provide senior level administrative and operational support to one or more Executives and their teams within a fast paced and dynamic environment. You will be responsible for ensuring all administrative and operational processes and control standards are met, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business unit.
  • Organize the activities of the Executives and provide administrative support using independent judgment, discretion and diplomacy. Anticipate needs and initiating appropriate action to ensure the most effective use of the Executives time and attention as well as your own. Briefing the Executives before appointments or meetings with appropriate background information, as required.
  • Screen requests, managing and administering several calendars. Proactively identifying issues to determine priorities for Managing Directors and their teams and pivot accordingly. Serve as the point person to maintain all calendar appointments and ensure meetings are scheduled with urgency and prioritized accordingly. This includes complex calendar management and being the owner for several large meetings and associated logistics (room bookings, site access arrangements, technology coordination and catering requirements).
  • Coordinate, manage and arrange all travel requirements, including airline reservations, hotel accommodation, airport transfers and monitor for last-minute changes while ensuring policy adherence.
  • Exercise the utmost discretion in managing correspondence, information and all matters of confidentiality; identify and raise issues where appropriate. Consistently apply discretion and autonomy to make decisions within generally defined parameters.
  • Process expense reports for Executives in the group, ensuring charges are within policy and follow guidelines, timely submission. Provide guidance to the team as needed. Perform general administrative tasks such as processing invoices, mail distribution, arranging couriers, maintain and update floor telephone lists and general administration files/tasks. Maintain department organizational charts, distribution lists and vacation schedules.
  • Onboarding/offboarding for new/departing staff including the coordination of technology access, office set up and building access; ordering business cards, corporate phones, and corporate credit card as required; ensuring that all compliance requirements and internal policies are met.
  • Ability to deal with clients in a professional and courteous manner, and to develop and leverage strong professional working relationships. Serve as the “go-to” resource to deliver a consistent and positive experience. Function as a liaison between other internal departments and/or others outside of the firm as appropriate. Provide an expertise in firm systems, tools and industry knowledge when appropriate.
  • Collaborate with other Executive Assistants including identifying, establishing and promoting best practices. Interacts and collaborates regularly, as a critical function, with Executives and their representatives, with senior managers, and with cross-functional business units to carry out accountabilities, to develop and recommend alternatives, and to implement improvement opportunities. Develops and leverages the relationships, and uses considerable influence to achieve outcomes, while improving cross-group relationships.
  • Be an effective teammate and flexible in adjusting to changing work priorities. Participate fully and contribute to a positive work environment. Provide back-up coverage to other Executive Assistants within the team.
  • Interacts regularly with various internal LOBs and departments to accomplish administrative or coordination tasks, and with other advisory or support units (such as Human Resources) when matters arise that require their involvement, or to develop and implement business process improvements.

FAQs

Do we support remote work?

No, this position requires full-time on-site attendance.

What type of experience is needed for this role?

A minimum of 5 years’ experience in an administrative or professional support function in a dynamic, fast-paced environment is required.

What are the key responsibilities of the Executive Assistant?

Key responsibilities include executive support, calendar management, travel management, maintaining confidentiality, general administrative support, new hire onboarding/offboarding, relationship building, collaboration, being a team player, and coordination with various internal departments.

What qualifications or education is preferred for this position?

Post-secondary education in a related field is preferred.

What software skills are required for this role?

Advanced level PC skills in MS Office (Excel, Word, PowerPoint, Outlook) are required. Experience with Visio, Workday, Amex GBT, and/or COUPA is considered an asset.

Will I need to manage confidential information?

Yes, you will need to exercise discretion in managing correspondence, information, and confidential matters.

Is there a focus on team collaboration in this role?

Yes, collaboration with other Executive Assistants and various internal departments is a critical function of this role.

What personal qualities are valued for this position?

Proactivity, attention to detail, strong communication skills, ability to manage priorities, and living values of trust, teamwork, and accountability are highly valued.

What does CIBC offer to its employees?

CIBC offers a competitive salary, incentive pay, banking benefits, a benefits program, a defined benefit pension plan, an employee share purchase plan, vacation offerings, wellbeing support, and social recognition programs.

How does CIBC promote employee growth and development?

CIBC promotes growth through initiatives like Purpose Day, a paid day off for employees to invest in their personal and professional development.

Ambitions Made Real

Finance
Industry
10,001+
Employees
1961
Founded Year

Mission & Purpose

The Canadian Imperial Bank of Commerce (CIBC) is a major financial institution that provides a wide range of banking and financial services. CIBC's ultimate mission is to be a leading, innovative financial institution that helps clients achieve their financial goals. The bank's purpose is rooted in delivering trusted advice and exceptional service to individuals, businesses, and communities. CIBC is committed to fostering economic growth, supporting financial well-being, and contributing to the overall prosperity of its clients and the regions it serves. With a focus on integrity and customer satisfaction, CIBC plays a vital role in the Canadian and international financial landscape, offering solutions that span banking, wealth management, and capital markets to meet the diverse needs of its stakeholders.

Benefits

  • Financial health

    Rewards and resources to support your short and long-term financial goals. At a glance: 50% employee share matching plan, Employee Banking Offer including free banking services, credit cards and more, Defined Benefit Pension Plan that provides you with a secure retirement for life

  • Mental health

    Resources to support your mental health and increase your resiliency. At a glance: Mental health therapy covered at 100% and $5,000 per person per year, Online and in-person counselling, Shareable mental health video library, Mindfulness education and practice tools