Senior Administrative Assistant, Capital Markets - 12 Months Term

CIBC•Toronto, ON

1d•Onsite

About The Position

We are looking for a proactive and organized Administrator to join our Capital Markets trading floor team. In this role, you will provide essential administrative support to the division, working closely with the Executive Assistant team to ensure efficient and effective service for our leaders. You will manage a range of high-priority tasks and maintain strong working relationships across the team. The ideal candidate is an excellent communicator who is able to manage multiple priorities in a fast-paced, high-expectation environment. 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

Minimum 2-3 years of experience providing administrative support in an administrative role, preferably in finance or similar corporate environment.
Exceptional communicator with well-developed communication skills enabling clear conveyance of ideas, fostering collaboration, and ensuring vital information flows seamlessly throughout the team.
Highly proficient in the Microsoft Office suite.
Ability to quickly adapt to emerging tools and digital trends, always seeking ways to enhance efficiency and drive innovation.
High level of attention to detail and consistently deliver quality work.
Strong work ethic and critical thinking skills enabling identification of important nuances, sound decision-making, and proactive process improvement.
Ability to thrive on analyzing complex information and solving challenging problems.
Meticulous and exceptionally organized with strong time management skills allowing juggling multiple tasks and conflicting priorities with ease.
Proactive, fast independent learner who shows high initiative to complete tasks and identify issues with minimum guidance.
Ability to handle confidential information with the utmost integrity, ensuring sensitive materials are always managed appropriately and securely.
Legally eligible to work at the specified location(s) and, where applicable, must have a valid work or study permit.

Nice To Haves

Post-secondary education is considered an asset.
Experience working with tools such as Workday and Coupa is considered an asset.

Responsibilities

Provide day-to-day administrative support to leaders and their teams, ensuring tasks are completed efficiently and in accordance with company policies.
Support department operations through supply management, workspace coordination, onboarding support, office moves, and other administrative or facilities-related activities.
Take ownership of accurate and timely invoice and expense processing using Coupa, ensuring all submissions and remittances adhere to company policies and procedures.
Proactively resolve discrepancies, escalate issues as appropriate and provide guidance on invoice and expense-related policies and remittance inquiries.
Manage complex calendars, schedule meetings, resolve conflicts, monitor upcoming priorities, and coordinate follow-up actions.
Arrange travel and accommodations, manage itinerary changes, and coordinate meeting and event logistics, including room bookings, virtual meeting setup, agendas, materials, catering, A/V requirements, and attendee communications.
Build strong working relationships across the Capital Markets team and serve as a central point of contact for internal teams, external stakeholders, vendors, and administrative partners.
Maintain accurate records, reports, and documentation, while managing competing priorities in a fast-paced environment.
Support data analysis, reporting, and the tracking of metrics or milestones to help advance business and strategic initiatives.
Assist with data analysis, reporting, and tracking of metrics or milestones to support business and strategic initiatives.