Business Assistant, Institutional Asset Management

CIBC•Toronto, ON

11d•CA$50,840 - CA$59,350•Hybrid

About The Position

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. As a Business Assistant in Institutional Asset Management, you will be responsible for providing administrative support to the Institutional Asset Management teams. In this role, you will monitor and ensure adherence to established administrative and operational processes, as well as control standards, contributing to the effective and efficient functioning 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.

Requirements

Working knowledge of CIBC’s organizational structure and business activities as they relate to the unit in which the incumbent works.
Knowledge of CIBC’s external business relationships and partners and their executive personnel.
Strong interpersonal skills and communication skills, both verbal and written, to interact with a wide range of individuals in a wide range of situations, which often require tact, diplomacy and discretion.
Proven and excellent working knowledge of PC software applications including Word, PowerPoint and Excel.
Ability and initiative to use new software programs.
Excellent organization skills sufficient to be able to “multitask” and to change priorities as required.
Detail oriented individual/accuracy of work is critical.
Legally eligible to work at the location(s) specified and, where applicable, must have a valid work or study permit.

Nice To Haves

Ability to bring your real self to work and live CIBC’s values - trust, teamwork, and accountability.

Responsibilities

Providing comprehensive administrative support to the department by exercising independent judgment and discretion in day-to-day operations.
Coordinating and prioritizing reporting leader's daily activities, identifying and resolving potential issues such as calendar conflicts and shifting priorities.
Ensuring effective communication by disseminating internal information to departmental personnel and managing correspondence, presentations, and reports, including financial and expense reports.
Coordinating meetings for business development managers, consultant relations managers, and client relationship managers, handling all travel arrangements to maximize efficiency.
Preparing briefing materials for meetings, organizing conferences and special events.
Identifying opportunities to improve operational processes, making recommendations to management and implementing approved changes.
Developing and maintaining administrative procedures and processes that ensure productive and efficient office operations.
Composing moderately complex letters, memorandums, and reports on behalf of reporting leader by identifying necessary information, conducting research, and compiling data from various sources.
Coordinating and managing activities related to assigned programs and office relocations.
Planning administrative activities to meet service standards.
Maintaining accurate program and project records.
Proactively suggesting improvements to enhance procedural and administrative activities.
Verifying and processing invoices charged to the department in accordance with established signing authorities.
Identifying discrepancies, conducting research, and implementing corrective adjustments as necessary.
Verifying and processing expense reports, analyzing trends and addressing any discrepancies.
Ensuring that financial obligations related to corporate accounts, such as payments for external consultants, legal services, and telephone conferencing, are met.
Creating profiles for department staff and providing training on online expense reporting, while staying informed about CIBC’s expensing policies to ensure compliance.
Managing personnel administration responsibilities, including maintaining vacation records and absences for the department.
Ensuring appropriate arrangements are made for setting up new hires with workstations, PCs, telephones, office supplies, and building passes, as well as managing transfers within CIBC and the exit process for departing employees.
Maintaining the security and confidentiality of central personnel files, ensuring they are comprehensive and compliant with CIBC policies and legal requirements, including timely documentation of personnel absences and illnesses.
Promoting effective team relationships.