Operations Administrative Assistant Jobs in Whitby, ON

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
We are looking for a proactive and organized Administrator to join our Capital Markets trading floor team. In this role, you will provide essential administrative support to the division, working closely with the Executive Assistant team to ensure efficient and effective service for our leaders. You will manage a range of high-priority tasks and maintain strong working relationships across the team. The ideal candidate is an excellent communicator who is able to manage multiple priorities in a fast-paced, high-expectation environment.
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

• Administrative Support - You will provide day-to-day administrative support to leaders and their teams, ensuring tasks are completed efficiently and in accordance with company policies. You will also support department operations through supply management, workspace coordination, onboarding support, office moves, and other administrative or facilities-related activities.

• Expense and Invoice Processing - You will take ownership of accurate and timely invoice and expense processing using Coupa, ensuring all submissions and remittances adhere to company policies and procedures. You will proactively resolve discrepancies, escalate issues as appropriate and provide guidance on invoice and expense-related policies and remittance inquiries

• Event, Calendar and Travel Management - You will manage complex calendars, schedule meetings, resolve conflicts, monitor upcoming priorities, and coordinate follow-up actions. You will arrange travel and accommodations, manage itinerary changes, and coordinate meeting and event logistics, including room bookings, virtual meeting setup, agendas, materials, catering, A/V requirements, and attendee communications.

• Relationship Building - You will build strong working relationships across the Capital Markets team and serve as a central point of contact for internal teams, external stakeholders, vendors, and administrative partners. Your collaborative approach will help ensure timely communication and a seamless, professional support experience.

• Organization and Reporting - You will maintain accurate records, reports, and documentation, while managing competing priorities in a fast-paced environment. You will also support data analysis, reporting, and the tracking of metrics or milestones to help advance business and strategic initiatives. Assist with data analysis, reporting, and tracking of metrics or milestones to support business and strategic initiatives.

Who you are

• You bring minimum 2-3 years of experience providing administrative support in an administrative role, preferably in finance or similar corporate environment; post-secondary education is considered an asset.

• You put our clients first. You engage with the purpose of finding the right solutions. You go the extra mile because it is the right thing to do.

• You are an exceptional communicator. Your well-developed communication skills enable you to convey ideas clearly, foster collaboration, and ensure that vital information flows seamlessly throughout the team.

• You're digitally savvy. You are highly proficient in the Microsoft Office suite and have a passion for learning new technologies. You quickly adapt to emerging tools and digital trends, always seeking ways to enhance efficiency and drive innovation. Experience working with tools such as Workday and Coupa is considered an asset.

• You understand that success is in the details. You demonstrate a high level of attention to detail and consistently deliver quality work. Your strong work ethic and critical thinking skills enable you to identify important nuances, make sound decisions and proactively look for process improvements when needed.

• You thrive on analyzing complex information and solving challenging problems. You enjoy investigating difficult issues and making sense of data. You are motivated by your ability to communicate detailed findings in a clear and meaningful way.

• You are meticulous and exceptionally organized. Your keen attention to detail and strong time management skills allow you to juggle multiple tasks and conflicting priorities with ease.

• You're inspired by collective success. You know that collaboration can transform an innovative idea into a great one. You understand the power of an inclusive team that enjoys working together to bring a shared vision to life.

• You are proactive. You are a fast independent learner who shows high initiative to complete tasks and identify issues with minimum guidance.

• You handle confidential information with the utmost integrity. Your professionalism ensures sensitive materials are always managed appropriately and securely.

• 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

• 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.

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