Executive Assistant to the Chief Operating Officer (COO)

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
 

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.
We're looking for an Executive Assistant to join our team supporting the Chief Operating Officer (COO) and the Capital Markets office. In this role, you will be based on the trading floor and must be comfortable working in a fast-paced, open concept environment with exposure to noise and frequent distractions. Key responsibilities include managing the COO’s calendar, processing invoices, booking travel, preparing correspondence, and screening and evaluating emails and other communications. You will demonstrate strong organizational skills, exercise independent initiative and judgment, and ensure thorough planning and follow-up for conferences and meetings. Additionally, you will assist with the implementation of operational plans, set daily priorities, develop and maintain administrative procedures, coordinate meetings, and process expense accounts.
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 and Office Prioritization – Provides comprehensive support to the COO by organizing and coordinating activities using independent judgment and discretion. Screens and prioritizes requests, visitors, and phone calls, identifying potential issues and adjusting the Executive’s schedule as needed. Plans, organizes, and follows up on all details related to meetings, receptions, appearances and conferences, both locally and internationally, including making and monitoring travel arrangements for efficiency and accuracy. Prioritizes and organizes the workload of the Executive office to ensure critical business items are addressed, assesses the importance and sensitivity of issues impacting the Executive Office and the organization, and determines appropriate courses of action. Works effectively under time-sensitive and confidential conditions, often independently due to the sensitive nature of the office.

• General Administrative Support – Briefs the COO before meetings with relevant background information. Maintains and develops administrative procedures, prepares expense accounts, manages a comprehensive calendar, and uploads documents. Provides confidential secretarial services, including drafting client correspondence, receiving visitors and calls, and supporting presentation development and file management. Coordinates schedules, meetings, and team activities for the COO and management team, adapting processes to the Executive’s operating style and handling personal assistance as required.

• Relationship Management - Collaborates regularly with Executives, their representatives, and key stakeholders both within and outside the organization, including major clients. Leverages these relationships to achieve results, solve problems, coordinate appointments, and facilitate information exchange. Partners with internal departments and support units (such as Human Resources) to complete administrative and coordination tasks. Works closely with the Chief Administration Officer, business manager, and a team of Executive Assistants to coordinate schedules, attend meetings, and support team objectives.

Who You Are

• You’re an experienced administrative professional. You have at least 5 years of experience as an Executive Assistant in a highly professional, confidential, and fast-paced dynamic environment.

• You have superior organizational and administrative skills. You’re capable of operating independently with minimal direction, and proactively think ahead to anticipate needs. You keep the Executive informed of any changes to plans, potential problems, or sensitive issues that may arise.

• You’re a strong communicator. You have excellent verbal, written and interpersonal communication skills to interact with a diverse group of individuals in various situations, which usually requires tact, diplomacy, and discretion.

• You demonstrate confidence, independent judgment, and discretion in your work. You can effectively support the COO and respond to situations that arise in the Executives absence. You thrive in ambiguous situations, adapt calmly and professionally to changing priorities, and consistently exercise sound decision-making and diplomacy.

• You’re digitally proficient. You have a strong command of MS Office suite including Excel, Word, PowerPoint, Outlook, etc. Experience with Visio, Workday, Amex GBT, and/or COUPA considered an asset.

• You know that details matter. You demonstrate strong attention to detail and critical thinking skills, consistently noticing what others may overlook. You are comfortable working on a busy trading floor, maintaining accuracy and focus despite noise, distractions, and shifting priorities.

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

#LI-TA

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]

• CIBC is committed to clarity in our hiring process. All roles posted are opportunities we’re actively recruiting for, unless stated otherwise.

• 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 test (such as simulation, coding, French proficiency).

• We use artificial intelligence tools during the recruitment process. 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

Toronto-161 Bay St., 8th

Employment Type

Regular

Weekly Hours

37.5

Skills

Accountability, Communication, Multitasking, Office Administration, Organizational Efficiency, Personal Initiative, Report Analysis, Travel Coordination