CIBC Administrative Assistant, Global Banks (16 month contract) Temporary in Toronto, ON


Branch Toronto ON CA

Administrative Assistant, Global Banks (16 month contract)
Toronto, ON

To deliver on this, the wholesale banking arm of CIBC provides a wide range of credit, capital markets, investment banking, merchant banking and research…

CIBC is a leading Canadian-based global financial institution. Through our three major businesses – Retail and Business Banking, Wealth Management and Wholesale Banking – we provide a full range of financial products and services to 11 million individual, small business, commercial, corporate and institutional clients in Canada and around the world. We invest in our businesses, our clients, our people and our communities to deliver consistent and sustainable earnings to our shareholders. To learn more about CIBC’s Lines of Business, please visit our website.

CIBC delivers access to career and development opportunities, safe and healthy workplaces, effective training, and positive work-life balance – so that employees are able to perform at their best, contribute to their communities and focus on cultivating deeper relationships with our clients.

Every year, CIBC is recognized for its business successes, community commitment and employee initiatives. We are proud of these successes and are committed to creating an inclusive workplace and an environment where all employees can excel.

To learn more about CIBC and the CIBC Group of Companies please visit CIBC.com.

Job Overview

The goal of CIBC’s wholesale banking business is to be the premier client-focused wholesale bank based in Canada. To deliver on this, the wholesale banking arm of CIBC provides a wide range of credit, capital markets, investment banking, merchant banking and research products and services to government, institutional, corporate and retail clients in Canada and in key markets around the world.

The Administrative Assistant is accountable for providing administrative and operational support to the Managing Director (MD) and Head, Global Banks and the team. In addition, the incumbent acts as Global Bank’s point of contact for large inter-bank conferences responsible for coordinating all materials, scheduling client meetings and supporting the logistics. The role monitors and ensures that all established administrative and operational processes and control standards are followed, contributing to the effective and efficient operation of the business group.

What You’ll Be Doing
Professional Support Accountabilities:

  • Develops organization centric materials such as communications, correspondence, and presentations, including deciding on or recommending content, and acts as a communication channel to facilitate timely and effective communications. Responds to related inquiries on the department’s behalf, or escalates issues for resolution as appropriate.
  • Coordinates travel arrangements which often involves managing scheduling conflicts and last minute changes to bookings. Responsible for tracking and submitting all expenses for timely reimbursement.
  • Oversees the establishment and maintenance of organized and confidential electronic filing systems to ensure that business and operational reports, forms, and other business documentation are available.
  • Liaises with internal partners for all premises related matters such as office moves, and project manages the local coordination of premises and building related matters including transfers, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
  • Manages the MD’s calendar of ‘scheduled appointments’, or upcoming events and matters requiring immediate attention. Also, acts as central point of resolution for conference/meeting rooms.
  • Oversees the administration of a timekeeping system in adherence with reporting guidelines and processes.
  • Leads in the planning, and oversees the coordination and implementation of department events.
  • Project manages various initiatives such as business process improvement initiatives, event planning, and office relocations while engaging staff both within the team and across impacted business units, to achieve the desired business outcomes.
  • Manages client profiles, distribution lists and call reports using Salesforce to ensure all information is accurate and up to date.
  • Oversees the centralized tracking and record maintenance of staff vacations and absences, in accordance with divisional guidelines, to ensure consistency in entitlement and to determine staff availability. Participates in resolution of issues when they are escalated.
  • Ensures adequate support for recognition programs and processes, in support of recognizing staff contributions.

Conference Planning and Support:

  • Acts as CIBC’s primary point of contact for the major inter-bank conferences, including SIBOS, IMF, Felaban and BAFT.
  • Liaises directly with clients to schedule meetings before, during and after each of the conferences for all of the CIBC attendees at each conference.
  • Supports the logistics for the conference, including booth assembly and event planning.
  • Leads the co-ordination of material preparation, including briefing memos and client presentations
  • Works with conference organizers, vendors and internal stakeholders with respect to ad hoc requests during the conferences

What We’re Looking For


  • Proficient knowledge and understanding of the financial and/or corporate banking environment and possess an excellent relationship-building, communication, decision making, negotiating and influencing skills.
  • Post-Secondary education in a related field. Other professional related training to keep skills current with office productivity software and to develop leadership capability.
  • Seasoned knowledge of bank financial processing standards, key business processes, and project management methodologies.
  • Prior experience planning and coordinating events and/or conferences
  • Seasoned broad business knowledge and specific understanding of the organizational unit, its functions and products and customer groups.
  • Very good understanding of the processes, policies and procedures required for supporting the business.
  • Good working knowledge of financial and accounting principles, and human resources policy.


  • Ability to work with limited direction and ambiguity to make decisions within scope of accountability.
  • Ability to organize business information and develop it into cohesive, professional reports and presentations, with little guidance, and the ability to recognize and respond to business related issues within the scope of the material.
  • Extremely detail oriented and very well organized, and able to manage time and multi-task to accomplish a wide variety of tasks, and conflicting priorities.
  • Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
  • Ability to employ and leverage knowledge of the organization and the supported business unit’s uniqueness to carry out accountabilities.
  • Solid project coordination skills to lead a variety of initiatives.
  • Seasoned ability at secretarial and administrative tasks for purposes of teaching/coaching staff.
  • Expert level PC skills (MS Office: Excel, Word, PowerPoint, Outlook, Visio; Lotus; web browsers); prior experience with Salesforce is preferred
  • Seasoned communication skills, both written and verbal.
  • Ability to manage confidential materials in an appropriate manner.
  • Analytical and problem solving skills
  • Must possess excellent organizational, time and stress management skills
  • Flexible and has the ability to demonstrate personable and professional sound work ethic
  • Fluency in multiple languages is considered an asset.

What CIBC Can Offer You

  • Flexible health benefits, stock purchase plan, competitive incentive pay and recognition programs
  • Competitive salary and banking benefits
  • Career growth, development and continuous learning opportunities
  • Opportunity to be involved in CIBC events that help our communities
  • Click to learn more about Rewards & Recognition, Learning & Development, and Employee Community Involvement

What You Need To Know

  • Must be legally eligible to work in Canada at the location(s) specified above and, where applicable, must have a valid work permit or study permit that allows the candidate to fulfill the requirements of the role

or proceed with Standard Application Form.

Employment Type: Temporary
Location: Toronto, ON, CA
Posted on: 2015-05-22
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