Executive Assistant - CIBC Capital Markets - Montreal - Bilingual

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 CIBC.com

What You’ll Be Doing 

As an Executive Assistant, you will provide senior level administrative and operational support to one or more Executives and their teams within a fast paced and dynamic environment. You will be responsible for ensuring all administrative and operational processes and control standards are met, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business unit. 

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. 

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. Briefing the Executives before appointments or meetings with appropriate background information, as required.

• Calendar Management - 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).

• Travel Management - Coordinate, manage and arrange all travel requirements, including airline reservations, hotel accommodation, airport transfers and monitor for last-minute changes while ensuring policy adherence.

• Confidentiality & Decision Making - Exercise the utmost discretion in managing correspondence, information and all matters of confidentiality; identify and raise issues where appropriate. Consistently apply discretion and autonomy to make decisions within generally defined parameters.

• Office Management Support – Oversee the smooth running of all administrative operations of a fast passed trading room some tasks of which include processing 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.  Oversee and approve team expense accounts.

• Event Management – Work in cooperation with various teams in planning and overseeing all events ensuring that CIBC is always professionally represented.

• New Hire Onboarding/Offboarding - Onboarding/offboarding for new/departing 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.

• Relationship Building - 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.

• Collaboration - Collaborate with other Executive Assistants including identifying, establishing and promoting best practices. 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.

• Team Player - 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.

• Coordination - 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.

Who You Are 

• You can demonstrate experience in an administrative/professional support function working in a dynamic, fast paced environment, dealing with complex issues and managing conflicting priorities, within scope of a similar role (minimum 5 years experience). Post-Secondary education in a related field, preferred. 

• You're passionate about people. You find meaning in relationships and surround yourself with a diverse network of partners. You connect with others through respect and authenticity. You show confidence and ability to exercise independent judgment, discretion and diplomacy in managing the activities of the department. You can work on-site. You enjoy working in-office five (5) days a week in a dynamic, fast-paced and exciting open-concept work environment. 

• You look beyond the moment. You know what you do will make a difference today and tomorrow. You look for new opportunities to define what's possible. You are proactive, thoughtful and have an inquisitive work ethic. You anticipate needs, think critically and make suggestions for improvements where appropriate. You have the ability to work with limited direction and ambiguity to make decisions within your scope of accountability. 

• You know that details matter. You notice things that others don't. Your critical thinking skills help to inform your decision making. You are extremely detail oriented and very well organized. You are able to manage time and multi-task to accomplish a wide variety of tasks, and conflicting priorities. 

• You're digitally savvy. You seek out innovative solutions and embrace evolving technologies. You can easily adapt to new tools and trends. You can demonstrate experience in advanced level PC skills (MS Office: Excel, Word, PowerPoint, Outlook; web browsers). Experience with Visio, Workday, Amex GBT and/or COUPA considered an asset. 

• You’re goal oriented. You’re motivated by accomplishing your goals and delivering your best to make a difference. You are a strong communicator.  You show excellent communication skills, both written and verbal.  You are able to manage confidential materials in an appropriate manner. 

• Values matter to you. You bring your real self to work and you live our values - trust, teamwork, and accountability. 

• You're fluent in French and English to serve our clients in the community.

What CIBC Offers

At CIBC, your goals are a priority. We start with your strengths and ambitions as an employee and strive to create opportunities to tap into your potential. We aspire to give you a career, rather than just a paycheck.

• We work to recognize you in meaningful, personalized ways including a competitive salary, incentive pay, banking benefits, a benefits program*, defined benefit pension plan*, an employee share purchase plan, a vacation offering, wellbeing support, and MomentMakers, our social, points-based recognition program.

• Our spaces and technological toolkit will make it simple to bring together great minds to create innovative solutions that make a difference for our clients.

• We cultivate a culture where you can express your ambition through initiatives like Purpose Day; a paid day off dedicated for you to use to invest in your growth and development.

*Subject to plan and program terms and conditions

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, 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.

• We may ask you to complete an attribute-based assessment and other skills tests (such as simulation, coding, French proficiency, MS Office). Our goal for the application process is to get to know more about you, all that you have to offer, and give you the opportunity to learn more about us.

Job Location

600 De Maisonneuve Ouest, 31St

Employment Type

Regular

Weekly Hours

37.5

Skills

Accountability, Business Processes, Communication, Expense Report Preparation, Expenses, Hiring, Office Administration, Organizational Efficiency, Personal Initiative, Teamwork