Executive Assistant to the Chief Operating Officer (COO)

CIBC • Toronto, ON

4d • Onsite

About The Position

The Capital Markets arm of CIBC provides a wide range of credit, capital markets, investment banking, and research products and services to government, institutional, corporate, and retail clients in Canada and in key markets around the world. We're looking for an Executive Assistant to join our team supporting the Chief Operating Officer (COO) and the Capital Markets office. In this role, you will be based on the trading floor and must be comfortable working in a fast-paced, open concept environment with exposure to noise and frequent distractions.

Requirements

• At least 5 years of experience as an Executive Assistant in a highly professional, confidential, and fast-paced dynamic environment
• Superior organizational and administrative skills
• Capable of operating independently with minimal direction, and proactively think ahead to anticipate needs
• Keep the Executive informed of any changes to plans, potential problems, or sensitive issues that may arise
• Excellent verbal, written and interpersonal communication skills to interact with a diverse group of individuals in various situations, which usually requires tact, diplomacy, and discretion
• Demonstrate confidence, independent judgment, and discretion in your work
• Can effectively support the COO and respond to situations that arise in the Executives absence
• Thrive in ambiguous situations, adapt calmly and professionally to changing priorities, and consistently exercise sound decision-making and diplomacy
• Strong command of MS Office suite including Excel, Word, PowerPoint, Outlook, etc.
• Demonstrate strong attention to detail and critical thinking skills, consistently noticing what others may overlook
• Comfortable working on a busy trading floor, maintaining accuracy and focus despite noise, distractions, and shifting priorities
• Bring your real self to work, and you live our values - trust, teamwork, and accountability

Nice To Haves

• Experience with Visio, Workday, Amex GBT, and/or COUPA considered an asset

Responsibilities

• Managing the COO’s calendar
• Processing invoices
• Booking travel
• Preparing correspondence
• Screening and evaluating emails and other communications
• Demonstrate strong organizational skills, exercise independent initiative and judgment, and ensure thorough planning and follow-up for conferences and meetings
• Assist with the implementation of operational plans
• Set daily priorities
• Develop and maintain administrative procedures
• Coordinate meetings
• Process expense accounts
• Provides comprehensive support to the COO by organizing and coordinating activities using independent judgment and discretion
• Screens and prioritizes requests, visitors, and phone calls, identifying potential issues and adjusting the Executive’s schedule as needed
• Plans, organizes, and follows up on all details related to meetings, receptions, appearances and conferences, both locally and internationally, including making and monitoring travel arrangements for efficiency and accuracy
• Prioritizes and organizes the workload of the Executive office to ensure critical business items are addressed, assesses the importance and sensitivity of issues impacting the Executive Office and the organization, and determines appropriate courses of action
• Works effectively under time-sensitive and confidential conditions, often independently due to the sensitive nature of the office
• Briefs the COO before meetings with relevant background information
• Maintains and develops administrative procedures
• Prepares expense accounts
• Manages a comprehensive calendar
• Uploads documents
• Provides confidential secretarial services, including drafting client correspondence, receiving visitors and calls, and supporting presentation development and file management
• Coordinates schedules, meetings, and team activities for the COO and management team, adapting processes to the Executive’s operating style and handling personal assistance as required
• Collaborates regularly with Executives, their representatives, and key stakeholders both within and outside the organization, including major clients
• Leverages these relationships to achieve results, solve problems, coordinate appointments, and facilitate information exchange
• Partners with internal departments and support units (such as Human Resources) to complete administrative and coordination tasks
• Works closely with the Chief Administration Officer, business manager, and a team of Executive Assistants to coordinate schedules, attend meetings, and support team objectives

Benefits

• competitive salary
• incentive pay
• banking benefits
• a benefits program
• defined benefit pension plan
• an employee share purchase plan
• a 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