Executive Assistant to SVP/MD - Capital Markets

CIBC•Toronto, ON

17d•CA$75,000 - CA$85,000•Onsite

About The Position

CIBC Capital Markets provides corporate, government, and institutional clients with innovative solutions to help them raise capital, and grow and invest actively throughout North America, Latin America, and key financial centres around the world. Our mission is to bring Canadian Capital Markets products to Canada and the rest of the world, and also bring the world to Canada. We are seeking a highly motivated Executive Assistant to support our Capital Markets teams. Collaboration and ingenuity are at the core of everything we do. As an Executive Assistant, you will be a key partner to our leaders and their teams. Your proactive support and organizational expertise will help drive operational excellence and enable our team to deliver exceptional results in a fast-paced, high-impact environment. This is a unique opportunity to work alongside top-tier professionals, gain exposure to a broad network across the firm, and play an integral role in our ongoing success. If you thrive in a challenging, collaborative setting and have a passion for excellence, we invite you to join us and make a difference at CIBC Capital Markets.

Requirements

At least 5 years of experience in an administrative or professional support role.
Experience within a large corporate or financial institution environment.
Ability to navigate complex issues, manage conflicting priorities, and understand departmental structures and professionalism.
Proficiency in MS Office (Excel, Word, PowerPoint, Outlook) and web browsers.
Handle confidential information with the utmost integrity.
Live CIBC values: trust, teamwork, and accountability.

Nice To Haves

Post-secondary education in a related field is preferred.
Experience with tools like Visio, Workday, Amex GBT, and COUPA are considered valuable assets.

Responsibilities

Organize and coordinate the activities of Executives, ensuring their days run seamlessly.
Proactively anticipate needs, provide timely updates with relevant background information, and take initiative to maximize productivity.
Manage multiple complex calendars, screen requests, prioritize meetings, and oversee all related logistics (room bookings, site access, technology coordination, catering).
Arrange and manage all travel requirements, including booking airline tickets, hotels, and coordinating ground transportation.
Process expense reports and invoices with accuracy and efficiency, ensuring timely submissions and adherence to guidelines.
Provide guidance to the team on expense policies.
Handle confidential correspondence and sensitive information with discretion.
Make informed decisions within established parameters and escalate issues as appropriate.
Manage mail distribution, arrange couriers, and maintain distribution lists.
Track vacation schedules.
Prepare client invoices.
Maintain beverage and office supplies.
Maintain deal and staffing logs.
Prepare reports.
Monitor deal audit items.
Keep general administrative files up to date.
Oversee the onboarding and offboarding processes for new and departing team members.
Coordinate technology access, office setup, building access, and ordering of business essentials for new hires.
Ensure compliance requirements and internal policies are met for onboarding and offboarding.
Build and maintain strong professional relationships with clients, internal teams, and external partners.
Collaborate closely with other Executive Assistants to identify and promote best practices, provide backup coverage, and foster a positive, team-oriented work environment.
Liaise with cross-functional business units and support departments such as HR to coordinate tasks and implement process improvements.