Executive Assistant to COO

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.