Executive Assistant, Equity Research, Global
2 weeks ago
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 visitJob Description:
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.
You'll manage the day-to-day administrative activities in support of business executives and their teams within the Equity Research department.In addition, you'll work in a team environment with other support staff in assuming responsibility for the administrative activities of the business unit.
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.
How You'll Succeed
Executive/Department Support- Organize the activities of the Executives and provides administrative support using independent judgment, discretion and diplomacy.- Screen requests, managing and administering several Mailboxes and calendars.
Identifying issues to determine priorities for the Department Head and her team.- Coordinate and organize Management Committee and Steering Meetings.
Ensuring quorum, sending out meeting requests, distribution of material in advance of meeting, produce minutes and distribute minutes for audit purposes.- Coordinate meetings and appearances on behalf of the Executives including making all travel arrangements, team offsites, client events, etc.
and monitoring them to ensure maximum efficiency, accuracy and policy adherence.- Research and book complex domestic and international travel arrangements for multiple team members, often in groups (10+ people).
Liaising with other travel arrangers (internal and external) on itinerary planning.- Act as a communication channel to facilitate timely and effective communications with internal and external clients.
Responds to client and team related inquiries regarding meetings, conference calls, events and or travel. Escalates issues for resolution as appropriate.
General Administrative Support- Process expense reports for executives and senior professionals in the group (10+ people), ensuring expenses are within policy and follow guidelines, timely submission.- Maintains extensive and appropriate file systems both electronic and paper.
Regular reviews to ensure compliance with audit requirements.- Maintain and order office and marketing supplies for the department and monitor inventory - includes ordering required repairs of all equipment, stationery etc.- Perform general administrative tasks such as photocopying, filing, invoice coding and processing, mail distribution, couriers, tokens and taxi chit administrator, maintain and update floor/telephone lists and general administration files.- Developing and maintaining administration procedures and processes.- Maintain department organizational charts and vacation calendars.- Assist broader department staff in resolving administrative issues.- Ensure all on-boarding and off-boarding requirements of new staff within the group are met.- Provide back-up coverage to other Executive Assistants within the team.
Cross Functional Relationships- 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.- 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.- Interacts with vendors depending on unique requirements of the business unit.- Works closely with and will receive direction from the department business manager.
Who You Are- Requires a minimum of 2 years' experience in an administrative/ professional support function working in a complex fast paced environment, dealing with complex issues and managing conflicting priorities within scope of a similar role.
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