Executive Assistant /Receptionist

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

Purpose of Job
To provide onsite Reception cover, EA support to the CRO, Head of Corporate Banking and other identified teams, together with general administration support for the Luxembourg office to ensure the smooth day-to-day running of the business (shared by two1 FTEs).

Main Objectives

• Reception cover i.e. welcome people, track office presence for regulatory purposes, manage incoming/outgoing post
• Perform physical security tasks i.e., track/report key use, manage pass cards (office & car parking)/reconcile records
• Act as Facilities assistant/coordinator
• EA support to the CRO, Head of Corporate Banking and any other identified team members as required
• Extensive calendar management of agreed senior management to include:

o coordinating both internal and external meetings (face to face, conference call & VCR). Liaise with senior clients and senior management/their EAs. At times in different/multiple time zones

o Move/re-arrange meeting conflicts in a timely fashion/use initiative to make decisions on meetings that take precedence over others and move accordingly

o Ensure all relevant meeting information is provided i.e., time, location, travel time, additional information

o Print any meeting documentation in advance as required

o Booking business travel using the NEO online booking tool for standard/point to point journeys. Liaise with American Express over the telephone for more in-depth/multi destination bookings (always ensure accuracy, bookings are made within policy, check possible Visa requirements, arrange cars or other forms of transportation as required) and add all travel bookings to calendar & collate travel pack for traveller

• Collate/prepare multiple, and at times, complex monthly expense reports to meet Visa deadlines using Coupa. Ensure claims are compliant with Company policy guidelines
• Process invoices/set-up new suppliers in Coupa in a timely manner
• Prepare dashboards, logs, trackers
• Provide back-up EA support to Lux office during vacations
• Organise/book client lunches & events to meet specified brief
• Support local reporting or projects i.e., collect, combine, coordinate, provide documentation, etc
• Assist new joiners with business cards, Coupa access etc
• Maintain stationery levels and general office supplies (tea & coffee)
• Translation of key correspondence when required

Skills / Knowledge Required

• English and French Level B2+ (fluent - both spoken & written)
• Advanced Outlook and Windows. Intermediate PowerPoint and Excel
• Knowledge of Peoplesoft/Coupa an advantage
• Strong attention-to-detail
• Articulate and good communications skills both in person, written and on the telephone
• Flexibility with regards to working hours and willingness to work additional hours when required
• Good prioritisation/organisational skills
• Be able to work on own initiative and as part of the Admin team
• Ability to work under pressure, ensure accuracy and to meet deadlines
• Maintain high level of discretion & confidentiality
• Preferred Background
• Previous experience in Banking or Financial Services sector an advantage

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 [email protected]
• 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

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