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 postPerform physical security tasks i.e., track/report key use, manage pass cards (office & car parking)/reconcile recordsAct as Facilities assistant/coordinatorEA support to the CRO, Head of Corporate Banking and any other identified team members as requiredExtensive 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 guidelinesProcess invoices/set-up new suppliers in Coupa in a timely mannerPrepare dashboards, logs, trackersProvide back-up EA support to Lux office during vacationsOrganise/book client lunches & events to meet specified briefSupport local reporting or projects i.e., collect, combine, coordinate, provide documentation, etcAssist new joiners with business cards, Coupa access etcMaintain 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 ExcelKnowledge of Peoplesoft/Coupa an advantageStrong attention-to-detailArticulate and good communications skills both in person, written and on the telephoneFlexibility with regards to working hours and willingness to work additional hours when requiredGood prioritisation/organisational skillsBe able to work on own initiative and as part of the Admin teamAbility to work under pressure, ensure accuracy and to meet deadlinesMaintain high level of discretion & confidentialityPreferred BackgroundPrevious 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 Mailbox.careers-carrieres@cibc.comYou need to be legally eligible to work at the location(s) specified above and, where applicable, must have a valid work or study permit

Job Location

K2 Dolce

Employment Type

Regular

Weekly Hours

40

Skills

Accountability, Accountability, Banking, Booking Business Travel, Business, Business Banking, Business Cards, Business Tourism, Calendar Management, Capital Markets, Communication, Conference Calls, Coupa, Deadline Management, Decision Making, Detail-Oriented, Documentations, Event Management, Financial Products, Interpersonal Communication, Invoice Processing, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Multitasking {+ 14 more}