Executive Assistant, Global Markets

Executive Assistant

The Executive Assistant will provide administrative support to key senior members of the US Corporate Banking Team in New York. This individual will possess excellent organizational, communication and presentation skills with the ability to interact directly with Senior Executives and high-level clients.

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

Administrative support:

• Organize the Managing Directors using independent judgment, discretion and diplomacy, and make day-to-day administrative and operational decisions on his/her behalf
• Coordinate and prioritize the daily activities, identifying potential problems and shifting priorities
• Project a professional image to visitors and CIBC personnel by providing prompt courteous information and assistance
• Greet scheduled visitors and direct/escort them, as appropriate
• Answer department telephone calls in a professional manner and provide information and/or redirect the caller appropriately
• Coordinate schedules, meetings, conference calls and appointments, and manage heavy travel schedules and reservations (air, hotel, ground transportation)
• Participate in department event planning including: catering for large department events, confirmation of attendee list, choosing a vendor, recommend food options, complete orders, arrange for delivery all within budget
• Manages equipment and office supplies, including:
  Service Now requests for all employees, equipment repairs, stationery orders, business cards, facilities issues, etc
• Maintain tracking of all expenses and invoices
• Compose routine correspondence, and prepare/route incoming and outgoing correspondence, including e-mail
• Liaise with assistants from multiple teams across the firm
• Assist with any ad hoc projects

Technology/equipment support (set up, maintenance and repairs):

• Provide daily technology support and maintenance of printers, scanners, photo copiers, telephones, mobile devices and computers in accordance with CIBC policies
• Investigate ad hoc system/software problems. Prepare, submit, track and escalate Service Now requests to ensure all technology issues and requests are addressed in a timely manner. Liaise and trouble shoot with various technology support groups when escalating urgent matters. Use sound judgment to ensure the correct solution is identified and implemented
• Disseminate technology information, as required, to department personnel
• Track and manage inventory of all department hardware and software
• Work with external vendors, suppliers and technical support to ensure efficient department operations
• Act as a resource to department users and coordinate training on new equipment
• Maintain current knowledge of hardware, software applications and corresponding policies at CIBC

Cross-Functional Relationships:

• This job interacts with various managers and assistants across multiple teams in the bank
• This job coordinates with outside vendors (travel, catering, supply orders, etc)

Compliance Requirements/Responsibilities:

• As an employee of CIBC, the incumbent must comply with all applicable CIBC and Line of Business policies, standards, guidelines and controls

Who You Are:

You can demonstrate experience with:

• A minimum of 5+ years of Administrative experience in a corporate environment
• Good interpersonal and customer relationship management skills to deal effectively with a range of people at all levels
• Ability to handle multiple tasks within a very fast-paced financial services company
• Proficient in Microsoft Word, Excel and Power Point
• Excellent organizational skills
• Strong communication skills, both written and oral, requiring tact, diplomacy and discretion, as well as the ability to maintain confidentiality
• Strong attention to detail
• Highly motivated self-starter, able to work independently with minimum direction and identify solutions to problems that arise
• Strong technical skills to support maintenance of office equipment,
• Ability to exercise good judgment to resolve a wide variety of issues and problems
• Ability to manage multiple priorities
• Ability to work in a team environment
• You embrace and champion change. You'll continuously evolve your thinking and the way you work in order to deliver your best.
• Your influence makes an impact. You know that relationships and networks are essential to success. You inspire outcomes by making yourself heard.
• You're digitally savvy. You seek out innovative solutions and embrace evolving technologies. You can easily adapt to new tools and trends.
• You're driven by collective success. You know that collaboration can transform a good idea into a great one. You understand the power of an inclusive team that enjoys working together to create a shared vision.
• Values matters to you. You bring your real self to work and you live our values – trust, teamwork, and accountability.