Administrative Assistant, Global Markets, Capital Markets Job at CIBC – in Toronto, ON
At CIBC, we embrace your strengths and your ambitions so you feel empowered at work. Our team members have what they need to make a meaningful impact and feel truly valued for who they are and what they contribute.
To learn more about CIBC, please visit CIBC.com
What You’ll Be Doing
The goal of CIBC’s Capital Markets business is to be the premier client-focused wholesale bank based in Canada. To deliver on this, 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.
You’ll manage the day-to-day administrative activities in support of business executives and their teams within Global Markets. In addition, you’ll work in a team environment with other support staff in assuming responsibility for the administrative support activities of the unit.
How You’ll Succeed
Organizes the activities of the Executives and provides administrative support using independent judgment, discretion and diplomacy.
Screening requests, managing and administering several Mailboxes and calendars. Identifying issues to determine priorities for the Managing Directors and their teams.
Managing the Executives calendar of ‘scheduled appointments’, or upcoming events and matters requiring immediate attention; identifying potential problems and shifting priorities in order to adjust their schedule
Coordinate and organize Management Committee and Steering Meetings. Ensuring quorum, sending out meeting requests, distribution of material in advance of meeting, produce minutes and distribute minutes for audit purposes.
Coordinating meetings and appearances on behalf of the Executives including making all travel arrangements and monitoring them to ensure maximum efficiency and accuracy.
Briefing the Executives before appointments or meetings with appropriate background information, as required.
Act as a communication channel to facilitate timely and effective communications with internal and external clients. Responds to client and team related inquiries regarding meetings, conference calls, events and or travel. Escalates issues for resolution as appropriate.
General Administrative Support
Process expense reports for executives and senior professionals in the group, ensuring expenses are within policy and follow guidelines, timely submission.
Maintains extensive and appropriate file systems both electronic and paper. Regular reviews to ensure compliance with audit requirements.
Composing moderately complex letters, memorandums, and reports on behalf of the Executives by identifying required information, researching background information and gathering it from appropriate sources.
Maintain and order office and marketing supplies for the department and monitor inventory – includes ordering required repairs of all equipment, stationery etc.
Perform general administrative tasks such as photocopying, filing, invoice coding and processing, mail distribution, couriers, tokens and taxi chit administrator, maintain and update floor telephone lists and general administration files.
Interfaces with premises and building maintenance relative to relocation, office planning and furniture requirements and service requests, to minimize interruptions to business operations.
Coordinating and prioritizing the daily activities, providing briefings, presentations, preparing correspondence, screening and evaluating email & correspondence, developing and maintaining administration procedures and processes.
Maintain department organizational charts and vacations.
Follow up with staff in resolving any issues.
Ensure all on-boarding and off-boarding requirements of new staff within the group are met.
Provide back-up coverage to other Administrative Assistants within the team.
Working in a fast-paced, open-concept, high-energy space (trading floor).
Cross Functional Relationships
Interacts and collaborates regularly, as a critical function, with Executives and their representatives, with senior managers, and with cross-functional business units to carry out accountabilities, to develop and recommend alternatives, and to implement improvement opportunities. Develops and leverages the relationships, and uses considerable influence to achieve outcomes, while improving cross-group relationships.
Interacts regularly with various internal LOBs and departments to accomplish administrative or coordination tasks, and with other advisory or support units (such as Human Resources) when matters arise that require their involvement, or to develop and implement business process improvements.
Interacts with vendors depending on unique requirements of the business unit.
Who You Are
Requires a minimum of 2 years’ experience in an administrative/ professional support function working in a complex fast paced environment, dealing with complex issues and managing conflicting priorities within scope of a similar role.
Confidence and ability to exercise independent judgment, discretion and diplomacy in managing the activities of executives.
Post-Secondary education in a related field, preferred.
Seasoned knowledge of bank financial processing standards, and key business processes, and project management methodologies is an asset.
Seasoned broad business knowledge and specific understanding of the organizational unit, its functions and customer groups.
Very good understanding of the processes, policies and procedures required for proactively supporting the department.
Ability to work with limited direction and ambiguity to make decisions within scope of accountability.
Extremely detail oriented and very well organized; able to manage time and multi-task to accomplish a wide variety of tasks, and conflicting priorities.
Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
Ability to employ and leverage knowledge of the organization and the supported business unit’s uniqueness to carry out accountabilities.
Seasoned ability at secretarial and administrative tasks.
Advanced level PC skills (MS Office: Excel, Word, PowerPoint, Outlook, Visio; web browsers).
Excellent communication skills, both written and verbal.
Ability to manage confidential materials in an appropriate manner.
What CIBC Offers
At CIBC, our people are our greatest asset. You’ll become part of a diverse community that acknowledges everyone’s unique talents, and empowers teams to do what’s right for the client, and to do it well. As part of our team, you will:
Thrive: Benefit from an open and approachable culture that provides the flexibility and support you need to integrate your life at work and at home.
Connect: Work in a place where the right technology and infrastructure fosters innovation, collaboration and creativity.
Develop: Grow your skills and career through our best-in-class onboarding experience, ongoing learning opportunities, individual development planning, and comprehensive product training.
Prosper: Share in our collective success with a competitive salary, incentive pay, banking benefits, health benefits program, and employee share purchase plan.
What You Need to Know
CIBC is committed to creating an inclusive environment where all team members and clients feel like they belong. We seek applicants with a wide range of abilities and we provide an accessible candidate experience. If you need accommodation during the application or interview process, please contact [email protected]
You need to be legally eligible to work at the location(s) specified above and, where applicable, must have a valid work or study permit
Toronto-161 Bay St., 5th
Company: CIBC –
Company Location: Toronto, ON