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About the Role
CIBC Global Asset Management (CGAM) is seeking a proactive Executive Assistant to provide high-quality administrative support to the Executive Vice President, Global Asset Management, ensuring smooth day-to-day operations. This role involves managing complex schedules, coordinating meetings and events, handling travel arrangements, and preparing communications to support business objectives.
Responsibilities
- Manage a complex calendar, shared mailboxes, meeting requests, and shifting priorities for the Executive Vice President.
- Anticipate scheduling conflicts, identify urgent matters, and help ensure the leader is prepared for meetings and commitments.
- Track decisions, deliverables, and deadlines for the EVP.
- Prepare daily or weekly briefing packs and meeting pre-reads.
- Prioritize access to the EVP and handle confidential or urgent requests.
- Organize management committee meetings, steering committee meetings, team sessions, off-sites, and client events.
- Prepare agendas and materials, support quorum and logistics, record minutes when required, and distribute documentation.
- Coordinate local, national, and international travel arrangements, including itineraries, accommodations, and related logistics.
- Monitor travel plans closely to ensure accuracy, efficiency, and alignment with applicable policies and guidelines.
- Process expense reports, maintain organized electronic and physical filing systems, support invoice coding and general office administration.
- Help coordinate onboarding and offboarding activities.
- Maintain department information such as organizational charts, contact lists, and vacation tracking.
- Prepare and edit correspondence, memoranda, reports, presentations, and briefing materials.
- Serve as a professional point of contact for internal and external partners, responding to inquiries and escalating issues when appropriate.
- Utilize Microsoft 365 tools such as Teams and Copilot to improve work processes.
- Apply knowledge of administrative policies, procedures, approval authorities, and control requirements.
- Identify potential compliance, financial, or operational issues before they escalate and document/escalate exceptions.
- Provide practical policy guidance to leaders, employees, and administrative colleagues.
- Identify opportunities to simplify workflows, reduce manual effort, and improve accuracy, consistency, and service.
- Contribute to the design, testing, and implementation of administrative tools and processes.
- Use Microsoft 365, Copilot, Excel, and other digital tools to analyze information, summarize communications, and prepare executive materials.
- Build strong relationships across business units, corporate partners, vendors, and the executive assistant team.
- Provide backup support to other Executive Assistants and contribute to process improvements that enhance team effectiveness.
- Adhere to the Code of Conduct, privacy, and information-security policies.
- Complete any background or screening checks that are a condition of employment.
Requirements
- 3-5 years of experience in an administrative or professional support role in a complex, fast-paced environment.
- Comfortable managing multiple priorities and supporting senior leaders with accuracy and professionalism.
- Strong organizational skills and a high level of attention to detail.
- Ability to manage competing deadlines, adapt to changing priorities, and maintain a high standard of quality.
- Ability to build strong working relationships and communicate with professionalism, courtesy, and confidence.
- Ability to work effectively with leaders, colleagues, clients, and external partners.
- Ability to use sound judgment, discretion, and diplomacy when handling sensitive information and managing executive priorities.
- Ability to work well independently, take initiative, and stay calm when navigating ambiguity.
- Experience in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Experience with expense/invoices, travel, and Get IT platforms is an asset.
- A degree/diploma in a related field, or an equivalent combination of education and relevant work experience.
- High standards, genuine care to relationships, and a desire to grow with an employer that shares values.
- Legally eligible to work at the specified location(s).
- Ability to complete an attribute-based assessment and other skills tests.
- Willingness to use artificial intelligence tools during the recruitment process.
Skills
- Accountability
- Decision Making
- Event Management
- Multitasking
- Office Administration
- Organizational Efficiency
- Travel Coordination
- Microsoft 365
- Teams
- Copilot
- Outlook
- Word
- Excel
- PowerPoint
- Visio
- Tableau
- Salesforce
- Communication
- Judgment
- Discretion
- Diplomacy
- Initiative
- Problem Solving
Location
- Toronto
Work Type
- On-site
- Full-time
Experience Level
- 3-5 years
Education Level
- Degree/Diploma in a related field or equivalent combination of education and experience
Salary/Compensations
- $63,000 to $82,100
Benefits
- Competitive salary
- Incentive pay
- Banking benefits
- Benefits program
- Defined benefit pension plan
- Employee share purchase plan
- Vacation offering
- Wellbeing support
- MomentMakers recognition program
- Purpose Day (paid day off for growth and development)
About the Company
- CIBC is building a relationship-oriented bank for the modern world, dedicated to doing what’s right for clients.
- CIBC Global Asset Management (CGAM) is one of Canada's largest asset management firms with approximately $398 billion in assets under management and over forty-five years of experience.
- CGAM is a leader in providing a broad range of high-quality global investment management solutions to retail and institutional clients.
Equal Opportunity
- CIBC is committed to creating an inclusive environment where all team members and clients feel like they belong.
- CIBC seeks applicants with a wide range of abilities and provides an accessible candidate experience.
- If you need accommodation, please contact Mailbox.careers-carrieres@cibc.com.