Executive Assistant to VC & MD

CIBC • Toronto, ON

1d • Onsite

About The Position

The Office of the CEO encompasses senior Vice Chairs, Managing Directors, the Chief Economist's Office, Government Relations, and Client Strategy. This team is responsible for supporting the pitching of new mandates and operates with a unified "one team" approach to policy, geopolitics, Canada-U.S. relations, and overall strategy. The mandate aligns with CIBC's vision to build impactful relationships with clients, colleagues, and communities, while elevating the CIBC brand through engagement in global forums.

As an Executive Assistant, you will provide dedicated support to our Vice Chairs, delivering high-level administrative and operational assistance to one or more Executives and their teams in a fast-paced, dynamic environment. You will consistently ensure that processes and control standards are met, and your contributions will be instrumental in driving the efficiency and success of the team, making you a valued partner in our ongoing achievements. In this central role, you will foster connectivity and differentiation by coordinating an enterprise-wide approach to strategic client relationships. You play a key part in supporting CIBC’s strategic clients, serving as a critical differentiator for the bank, and enabling the delivery of best-in-class service, advice, and seamless connectivity across the organization.

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.

Requirements

• Proven administrative experience in an administrative or professional support role within a large corporate or financial institution environment.
• Ability to navigate complex issues, manage conflicting priorities, and understand departmental structures and professionalism.
• Demonstrated expertise in calendar management, travel coordination, and event planning.
• Ability to exercise independent judgment and discretion.
• Confidence and diplomacy to expertly manage the activities of a dynamic department.
• Proactive and inquisitive nature with a thoughtful work ethic.
• Ability to anticipate needs, think critically, and seek opportunities for improvement.
• Ability to navigate ambiguity and limited direction.
• Ability to make sound decisions within scope of accountability.
• Meticulous and exceptionally organized with keen attention to detail and strong time management skills.
• Advanced technical expertise in MS Office (Excel, Word, PowerPoint, Outlook) and web browsers.
• Polished and professional written and verbal communication skills.
• Ability to handle confidential information with the utmost integrity.
• Demonstrate values of trust, teamwork, and accountability.

Nice To Haves

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

Responsibilities

• Oversee multiple complex calendars for senior executives, organizing and coordinating their activities.
• Proactively anticipate needs, provide timely updates with relevant background information, and take initiative to maximize productivity.
• Screen requests, prioritize meetings, and oversee all related logistics including room bookings, site access, technology coordination, and catering.
• Arrange and manage all travel requirements, including booking flights and 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.
• Develop high-quality materials and agendas for meetings and events.
• Manage mail distribution, arrange couriers, and maintain organizational charts and distribution lists.
• Track vacation schedules and keep general administrative files up to date.
• Build and maintain strong professional relationships with clients, internal teams, and external partners.
• Collaborate with other Executive Assistants to identify and promote best practices, provide backup coverage, and foster a positive work environment.
• Liaise with cross-functional business units and support departments to coordinate tasks and implement process improvements.

Benefits

• Competitive salary
• Incentive pay
• Banking benefits
• Benefits program
• Defined benefit pension plan
• Employee share purchase plan
• Vacation offering
• Wellbeing support
• MomentMakers, our social, points-based recognition program
• Purpose Day: a paid day off dedicated for you to use to invest in your growth and development

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed