Executive Assistant in Toronto, Ontario

We’re building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what’s 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 CIBC.com (https://www.cibc.com/en/about-cibc.html)

What you’ll be doing

As an Executive Assistant to the ExCO Member you are responsible for managing the day-to-day administrative activities, ensuring the department operates in an efficient manner. The role applies strong administration and organization skills to provide support activities such as calendar management, invoice processing, travel booking, preparing correspondence, and screening and evaluating email and correspondence. The Executive Assistant exercises independent initiative and judgement, planning, and following up on details regarding conferences. Assisting in implementing operational plans, the role makes decisions on daily priorities, developing and maintaining administration procedures and processes, coordinating meetings, and processing expense accounts.

At CIBC we enable the work environment most optimal for you to thrive in your role. To successfully perform the work, you’ll be on-site full-time, 5 days a week.

How you’ll succeed

• Executive Support – Organize activities on behalf of the office of the ExCo Member, using independent judgment, discretion and diplomacy. This would include screening requests and identifying issues to determine priority, screening visitors and phone calls. Receiving visitors (internal to CIBC and external clients) and answering phone calls, providing information, and referring visitors/callers to appropriate individuals using judgment of sensitivity and confidentiality. Developing administration procedures, and processes to respond to the operating style of the Executive. Additionally, providing personal assistance as required.

• Organization – Coordinate meetings and appearances on behalf of the Executive that are held locally, nationally, and internationally (This would include making all travel arrangements and monitoring them to ensure maximum efficiency and accuracy). Plan, organize and follow-up on all details relative to meetings, receptions and conferences. Support the presentation needs of the Executive, both development and analytic, and maintain related files. Maintain an overall coordinative role for the management team of the Executive by managing calendars, meetings, vacations, etc.

• Prioritization – Assessing importance and sensitivity of issues arising that could impact on the Executive Office and/or organization and exercising judgment in determining an appropriate course of action (e.g. re-arranging the Executives’ schedule).

• Time management – Working under time sensitive conditions, often in isolation due to the confidential and sensitive nature of the office. Prioritizing and organizing workload of the Executive office to ensure items that are critical to the business are on the Executives’ agendas.

• General Administrative Support – Briefing Executive before appointments or meetings with appropriate background information from computer information systems and/or files. Maintaining administrative procedures and processes for the Executive; for example, preparing and approving expense accounts and ensuring they are kept in good order and maintaining comprehensive records. Composing client correspondence on behalf of the Executive by identifying required information, researching background information, and gathering it from appropriate sources.

• Cross Functional Relationships – Interact and collaborate regularly, as a critical function, with C-level Executives and their colleagues. Develops and leverages the relationships, and uses considerable influence to achieve outcomes, while improving cross-group relationships. Executive level personnel across and outside the corporation, including major clients, to solve problems, arrange appointments, obtain/exchange information, and to personally receive them on behalf of the Executive.

• Internal relationships – Interact 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.

Who you are

• You have a minimum of 10 years’ experience in an administrative/ professional support function supporting C-level executives; 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 have superior organization and administrative skills ; capable of operating independently with minimal direction while keeping the Executive informed of “variances to plan”, potential problems and/or sensitive issues, etc.

• You have extensive working knowledge of CIBC’s business activities, organization structure, and executive personnel. Good working knowledge of the organization’s external business relationships and their executive personnel.

• You are a strong communicator ; Excellent verbal and written communications and interpersonal skills to interact with a wide range of individuals in a wide range of situations, which usually requires tact, diplomacy, and discretion.

• You can demonstrate the ability to work with limited direction and ambiguity; decisiveness and good judgment required to effectively operate the Executive Office, typically in the Executives’ absence.

• You have superior relationship building skills ; Ability to liaise with all levels of the organization and to use strong network skills to achieve results and obtain information required.

• You show confidence and ability to exercise independent judgment, discretion and diplomacy Ability to adapt to frequently changing priorities in a calm and professional manner.

• You are proactive, thoughtful and have an inquisitive work ethic ; Ability to take initiative and work in a fast paced environment.

• You have the ability to manage and maintain confidentiality at all times ; Act with sensitivity and discretion while maintaining professionalism and diplomacy.

• 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.

• Values matter to you ; you bring your real self to work and you live our values – trust, teamwork, and accountability.

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 salary, incentive pay, banking benefits, a benefits program, defined benefit pension plan, an employee share purchase plan, a vacation offering, wellbeing support, 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.

*Subject to plan and program terms and conditions

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 [email protected]

• 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.

• We may ask you to complete an attribute-based assessment and other skills tests (such as simulation, coding, French proficiency, MS Office). Our goal for the application process is to get to know more about you, all that you have to offer, and give you the opportunity to learn more about us.

Job Location

Toronto-81 Bay, 9th Floor

Employment Type

Regular

Weekly Hours

37.5

Skills

Accountability, Confidentiality, Detail-Oriented, Expense Management, Multitasking, Office Administration, Organizational Efficiency, Personal Initiative, Report Analysis, Scheduling Meetings, Travel Coordination

At CIBC, we are in business to help our clients, employees and shareholders achieve what is important to them. Our ability to create value for all CIBC stakeholders is driven by a business culture based on common values: Trust, Teamwork and Accountability.

Working with CIBC makes you a part of a work environment committed to our clients, employees and communities – a place where you can excel.

Every day, our 44,000 employees help our clients achieve their financial goals, because what matters to our clients, matters to us.