Job Description

We\xe2\x80\x99re building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what\xe2\x80\x99s right for our clients.

At CIBC, we embrace your strengths and your ambitions, so you are empowered at work. Our team members have what they need to make a meaningful impact and are truly valued for who they are and what they contribute.

To learn more about CIBC, please visit



What you\'ll be doing

The goal of CIBC\xe2\x80\x99s Capital Markets business is to be the premier client-focused wholesale bank based in Canada. To deliver on this, the capital markets arm of CIBC provides a wide range of credit, capital markets, investment banking, merchant banking and research products and services to government, institutional, corporate and retail clients in Canada and in key markets around the world. The Executive Assistant is accountable for providing secretarial/operational and administrative support for one or more Executive level managers within a medium to large size business group on activities that generally span up to a one-month timeframe. The role monitors and ensures that all established administrative and operational processes and control standards are followed, contributing to the effective and efficient operation of the business group.

At CIBC we enable the work environment most optimal for you to thrive in your role Details on your work arrangement (proportion of on-site and remote work) will be discussed at the time of your interview.

How you\xe2\x80\x99ll succeed

Professional Support Accountabilities (60%):

Develops organization centric materials such as communications, correspondence, and presentations, and acts as a communication channel to facilitate timely and effective communications. Responds to related inquiries on the department\xe2\x80\x99s behalf, or escalates issues for resolution as appropriate.

Oversees the establishment and maintenance of organized and confidential electronic filing systems to ensure that business and operational reports, forms, and other business documentation are available.

Liaises with Corporate Real Estate for all premises related matters such as office moves, and project manages the local coordination of premises and building related matters including relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.

Manages the Executive\xe2\x80\x99s calendar of \xe2\x80\x98scheduled appointments\xe2\x80\x99, or upcoming events and matters requiring immediate attention. Also, acts as central point of resolution for conference/meeting rooms regarding policy and process, resource allocation, and related issues.

Oversees the administration of a timekeeping system in adherence with reporting guidelines and processes.

Leads in the planning, and oversees the coordination and implementation of department events and liaises with CIBC\xe2\x80\x99s Events Team on client events, where necessary.

Ensures that each employee has the tools necessary to do their job effectively.

Project manages various initiatives such as business process improvement initiatives, event planning, and office relocations while engaging staff both within the team and across impacted business units, to achieve the desired business outcomes.

Financial Analysis and Support accountabilities (20%):

Manages the expenses of the team, ensuring compliance with policy. Performs financial analysis of billing and costing to support the developing and recommending of alternatives, in support of business decision making. Supports the budget planning and monitoring process by collecting and aggregating, analyzing, and reporting.

Identifies, develops, recommends and implements cost saving opportunities whenever possible for the benefit of the group and for the department as a whole. Seeks approval for recommendations according to organizational or local policy. Performs some financial analyst of billing and costing, and to support developing of alternatives to support business decision-making.

Ensures the existence of an efficient process flow for invoice processing, in adherence with division processes and processing guidelines, and vendor agreements.

Oversees the production of monthly/quarterly reports for budget/expense control and budget forecast/variance analysis in support of maintaining expenses within budget. Monitors and analyzes project expenses to ensure they are within budget.

Human Resources Administration accountabilities (10%):

Oversees the centralized tracking and record maintenance of staff vacations and absences, in accordance with divisional guidelines, to ensure consistency in entitlement and to determine staff availability. Participates in resolution of issues when they are escalated.

Coordinates the process by which staff training requirements are scheduled, and for which monthly/quarterly reports are produced, while monitoring that funds are allocated within budget and available to support training requests.

Ensures adequate support for recognition programs and processes, in support of recognizing staff contributions.

Who You Are

Knowledge

Proficient knowledge and understanding of the financial and/or investment banking environment and possess an excellent relationship-building, communication, decision making, negotiating and influencing skills.

Post-Secondary education in a related field. Other professional related training to keep skills current with office productivity software and to develop leadership capability.

Seasoned knowledge of bank financial processing standards, and key business processes, and excellent working knowledge of financial analysis methodologies, accounting principles, project management methodologies, and human resources policy and practice.

Seasoned broad business knowledge and specific understanding of the organizational unit, its functions and products and customer groups.

Very good understanding of the processes, policies and procedures required for supporting the business.

Good working knowledge of financial and accounting principles, and human resources policy.

Skills

Ability to work with limited direction and ambiguity to make decisions within scope of accountability.

Ability to organize business information and develop it into cohesive, professional reports and presentations, with little guidance, and the ability to recognize and respond to business related issues within the scope of the material.

Extremely detail oriented and very well organized, and able to manage time and multi-task to accomplish a wide variety of tasks, and conflicting priorities.

Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.

Ability to employ and leverage knowledge of the organization and the supported business unit\xe2\x80\x99s uniqueness to carry out accountabilities.

Solid project coordination skills to lead a variety of initiatives.

Seasoned ability at secretarial and administrative tasks for purposes of teaching/coaching staff.

Expert level PC skills (MS Office: Excel, Word, PowerPoint, Outlook, Visio; Lotus; web browsers).

Seasoned communication skills, both written and verbal.

Ability to manage confidential materials in an appropriate manner.

Analytical and problem solving skills

Must possess excellent organizational, time and stress management skills

Flexible and has the ability to demonstrate personable and professional sound work ethic

What CIBC offers

At CIBC, your goals are a priority. We start with your strengths and ambitions as an employee and strive to create opportunities to tap into your potential. We aspire to give you a career, rather than just a paycheck.

We work to recognize you in meaningful, personalized ways including a competitive compensation, incentive pay, banking benefits, a health benefits program, defined benefit pension plan, an employee share purchase plan and MomentMakers, our social, points-based recognition program.

Our spaces and technological toolkit will make it simple to bring together great minds to create innovative solutions that make a difference for our clients.

We cultivate a culture where you can express your ambition through initiatives like Purpose Day; a paid day off dedicated for you to use to invest in your growth and development.

What you need to know

CIBC is committed to creating an inclusive environment where all team members and clients feel like they belong. We seek applicants with a wide range of abilities and we provide an accessible candidate experience. If you need accommodation, please contact

You need to be legally eligible to work at the location(s) specified above and, where applicable, must have a valid work or study permit.

Job Location Toronto-161 Bay St., 6th

Employment Type Regular

Weekly Hours 37.5

Skills

Assisting Executives, Calendar Management, Calendar Management Software, Travel Bookings

CIBC