Business Assistant, Institutional Asset Management (12-month contract)

Business Assistant, Institutional Asset Management (12-month contract)

Business Assistant, Institutional Asset Management (12-month contract)

Apply locations Toronto, ON time type Full time posted on Posted Yesterday time left to apply End Date: April 19, 2025 (7 days left to apply) job requisition id 2505246

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

As a Business Assistant in Institutional Asset Management, you will be responsible for providing administrative support to the Institutional Asset Management teams. In this role, you will monitor and ensure adherence to established administrative and operational processes, as well as control standards, contributing to the effective and efficient functioning of the business group.

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

Administration - You will be responsible for providing comprehensive administrative support to the department by exercising independent judgment and discretion in day-to-day operations. This role involves coordinating and prioritizing your reporting leader's daily activities, identifying and resolving potential issues such as calendar conflicts and shifting priorities. You will ensure effective communication by disseminating internal information to departmental personnel and managing correspondence, presentations, and reports, including financial and expense reports. Additionally, you will coordinate meetings for business development managers, consultant relations managers, and client relationship managers, handling all travel arrangements to maximize efficiency. Your role will also include preparing briefing materials for meetings, organizing conferences and special events, and identifying opportunities to improve operational processes, making recommendations to management and implementing approved changes.

Project Administration Support - You will play a key role in managing projects by developing and maintaining administrative procedures and processes that ensure productive and efficient office operations. This includes composing moderately complex letters, memorandums, and reports on behalf of your reporting leader by identifying necessary information, conducting research, and compiling data from various sources. You will coordinate and manage activities related to assigned programs and office relocations, plan administrative activities to meet service standards, and maintain accurate program and project records. Additionally, you will proactively suggest improvements to enhance procedural and administrative activities.

Budget Administration Support - You will verify, and process invoices charged to the department in accordance with established signing authorities. You will identify discrepancies, conduct research, and implement corrective adjustments as necessary. Additionally, you will verify and process expense reports, analyzing trends and addressing any discrepancies. You will ensure that financial obligations related to corporate accounts, such as payments for external consultants, legal services, and telephone conferencing, are met. Furthermore, you will create profiles for department staff and provide training on online expense reporting, while staying informed about CIBC’s expensing policies to ensure compliance.

Personnel and Facilities Administration - You will manage personnel administration responsibilities, including maintaining vacation records and absences for the department. You will ensure appropriate arrangements are made for setting up new hires with workstations, PCs, telephones, office supplies, and building passes, as well as managing transfers within CIBC and the exit process for departing employees. You will maintain the security and confidentiality of central personnel files, ensuring they are comprehensive and compliant with CIBC policies and legal requirements, including timely documentation of personnel absences and illnesses. Additionally, you will promote effective team relationships.

Who You Are

• You can demonstrate working knowledge of CIBC’s organizational structure and business activities as they relate to the unit in which the incumbent works, as well as knowledge of CIBC’s external business relationships and partners and their executive personnel is required at this level.

• You have strong interpersonal skills and communication skills, both verbal and written, to interact with a wide range of individuals in a wide range of situations, which often require tact, diplomacy, and discretion.

• You're technically savvy. Proven and excellent working knowledge of PC software applications including Word, PowerPoint, and Excel. Ability and initiative to use new software programs.

• You have excellent organization skills sufficient to be able to “multitask” and to change priorities as required.

• You know that details matter. Detail-oriented individual/accuracy of work is critical.

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

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 work to recognize you in meaningful, personalized ways including a competitive compensation, a banking benefit*, wellbeing support, and additional offers such as employee and family assistance programs 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.

*Subject to 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 Mailbox.careers-carrieres@cibc.com

• 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 tests (such as simulation, coding, French proficiency, MS Office). 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.

Expected End Date

2026-04-30

Job Location

Toronto-161 Bay St 11th Floor

Employment Type

Temporary (Fixed Term)

Weekly Hours

37.5

Skills

Analytical Thinking, Cash Flow Analysis, Client Service, Customer Experience (CX), Investment Portfolios, Post-Sales Support, Product Knowledge, Transaction Banking