Executive Assistant to Svp/md, Capital Markets - Toronto, Canada - CIBC

CIBC

Verified Company

Toronto, Canada

3 days ago

Posted by:

Sophia Lee

beBee Recruiter

Description

We're building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what's right for our clients.

At CIBC, we embrace your strengths and your ambitions, so you are empowered at work.

Our team members have what they need to make a meaningful impact and are truly valued for who they are and what they contribute.

To learn more about CIBC, please visit

Job Description:

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 Managing Directors and their teams on the trading floor, within the Global Markets business unit.

In addition, you'll work in a team environment with other infrastructure staff in assuming responsibility for the overall administrative support activities of the trade floor.

At CIBC we enable the work environment most optimal for you to thrive in your role. Details on your work arrangement (proportion of onsite and remote work) will be discussed at the time of your interview_

How You'll Succeed

Executive Support- Organize the activities of the Executives and provide administrative support using independent judgment, discretion and diplomacy.- Anticipate needs and initiating appropriate action to ensure the most effective use of the Executives time and attention as well as your own.- Screen requests, managing and administering several calendars.

Proactively identifying issues to determine priorities for Managing Directors and their teams and pivot accordingly.- Serve as the point person to maintain all calendar appointments and ensure meetings are scheduled with urgency and prioritized accordingly.

This includes complex calendar management and being the owner for several large meetings and associated logistics (room bookings, site access arrangements, technology coordination and catering requirements).- Planning meetings and appearances on behalf of the Executives including making all travel arrangements, team offsite logistics, client events, etc.

and monitoring them to ensure maximum efficiency, accuracy and policy adherence.- Coordinate, manage and arrange all travel requirements, including airline reservations, hotel accommodation, airport transfers and monitor for last-minute changes while ensuring policy adherence.- Briefing the Executives before appointments or meetings with appropriate background information, as required.- Exercise the utmost discretion in managing correspondence, information and all matters of confidentiality; identify and raise issues where appropriate.

General Administrative Support- Process expense reports for Executives in the group, ensuring charges are within policy and follow guidelines, timely submission.

Provide guidance to the team as needed.- Perform general administrative tasks such as processing invoices, mail distribution, arranging couriers, maintain and update floor telephone lists and general administration files/tasks.- Maintain department organizational charts, distribution lists and vacation schedules.- Onboarding/offboarding for new/exiting staff including the coordination of technology access, office set up and building access; ordering business cards, corporate phones, and corporate credit card as required; ensuring that all compliance requirements and internal policies are met.- Ability to deal with clients in a professional and courteous manner, and to develop and leverage strong professional working relationships.- Serve as the "go-to" resource to deliver a consistent and positive experience.- Function as a liaison between other internal departments and/or others outside of the firm as appropriate.- Provide an expertise in firm systems, tools and industry knowledge when appropriate.- Collaborate with other Executive Assistants including identifying, establishing and promoting best practices.- Be an effective teammate and flexible in adjusting to changing work priorities.

Participate fully and contribute to a positive work environment.- Provide back-up coverage to other Executive Assistants within the team.

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