Business Coordinator for Vice Chair

Canadian Imperial Bank of Commerce (Canada); Toronto; On-site; CAD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive salary

Incentive pay

Banking benefits

Benefits program*

Defined benefit pension plan*

Employee share purchase plan

Vacation offering

Wellbeing support

MomentMakers recognition program

Job summary

CIBC is seeking an experienced Executive Assistant to support a senior executive with complex calendars, travel, and event coordination. You will prepare briefings, manage confidential information, and coordinate internal and external engagements across multiple time zones.

In this role you will collaborate with cross-functional teams, assist with media engagements, and ensure processes align with policy and control standards while maintaining a high level of professionalism and discretion.

Qualifications

• Experience as an Executive Assistant or similar role supporting a senior executive in a public-facing environment.
• Highly organized with proven ability to manage complex calendars, travel, events, and competing priorities.
• Ability to handle confidential information and sensitive relationships with professionalism and discretion.
• Proficiency with Microsoft 365 and standard collaboration tools (Outlook, Excel, Word, PowerPoint).

Responsibilities

• Manage a complex executive calendar across multiple time zones, coordinating internal meetings, external engagements, and travel.
• Provide proactive, high-touch executive support with briefings, background information, and context for decisions.
• Coordinate planning and administration tasks including invitations, deadlines, and records; manage expenses and purchasing.
• Arrange domestic and international travel, accommodations, visas, and itineraries with contingency planning.
• Lead end-to-end meetings and events logistics, including room bookings, catering, and tech support.
• Support high-profile engagements such as media appearances and speaking events with logistics and registration.
• Prepare briefing documents, run-of-show materials, agendas, and follow-up communications.
• Build strong relationships with clients, internal teams, external partners, journalists, and stakeholders.
• Maintain confidentiality and exercise sound judgment in a fast-moving environment.

Skills

Analytical Thinking

Business Effectiveness

Client Service

Communication

Detail-Oriented

Human Resources (HR)

Process Improvements

Relationship Management

Teamwork

Education

Degree or diploma in related field

Tools

Microsoft 365

Outlook

Excel

Word

PowerPoint

Job description

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

In this role, you will serve as a trusted partner and central point of coordination, helping the executive manage competing priorities, prepare effectively for public‑facing commitments and operate efficiently in a fast‑paced, dynamic environment while ensuring processes and control standards are met. The ideal candidate is calm under pressure, exceptionally organized, comfortable working with senior stakeholders, a strong communicator, and able to anticipate needs before they arise. You will play a key role in enabling the delivery of best‑in‑class service, advice, and seamless connectivity across the organization. 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

• Calendar management - Expertly manage a complex and dynamic executive calendar across multiple time zones, coordinating internal meetings, external engagements, speaking events, interviews, media appearances, and other commitments. You’ll balance shifting priorities while protecting time for focus, preparation, travel, and strategic meetings, ensuring the executive is set up to operate efficiently and effectively.
• Executive support - Provide proactive, high‑touch support by assessing competing demands, identifying priorities, and recommending practical solutions to scheduling and workflow challenges. You’ll prepare daily and weekly briefings with relevant background information, logistics, and key context so the executive is consistently informed, prepared, and positioned for success.
• Planning and administration - Maintain strong coordination across a wide range of activities by tracking invitations, confirmations, follow‑ups, deadlines, and outstanding decisions with accuracy and attention to detail. You’ll also maintain contact and administrative records, support purchasing and invoice processing, manage expense reporting, and provide guidance on expense processes while ensuring all activities align with company policy and control standards.
• Travel coordination - Arrange seamless domestic and international travel, including flights, accommodations, ground transportation, visas, itineraries, event access, and contingency planning. You’ll respond quickly to last‑minute changes and disruptions, using sound judgment to adjust plans and minimize impact on the executive’s schedule and commitments.
• Meeting and event coordination - Lead the end‑to‑end planning and execution of meetings and events, including room bookings, site access, catering, required materials, and technology support. You’ll ensure every detail is handled with care and precision so meetings, conferences, panels, and other engagements run smoothly from preparation through completion.
• Public‑facing engagement support - Oversee logistics for high‑profile commitments such as keynote speeches, podcasts, television, radio, print, and online media appearances. This includes coordinating registration, access details, audio‑visual requirements, rehearsal schedules, technical checks, and event‑specific logistics to ensure a seamless experience for the executive and stakeholders involved.
• Research and communications - Prepare high‑quality briefing documents, run‑of‑show materials, itineraries, contact sheets, event summaries, agendas, minutes, action trackers, and follow‑up materials. You’ll also draft routine correspondence, thank‑you notes, and meeting follow‑ups with professionalism and discretion, ensuring the right internal partners are informed and aligned.
• Relationship management and collaboration - Build and maintain strong working relationships with clients, internal teams, external partners, journalists, producers, communications teams, venues, event organizers, and senior stakeholders. You’ll collaborate closely with other Executive Assistants and cross‑functional partners to share best practices, provide backup coverage, strengthen coordination, and improve team processes and responsiveness.
• Confidentiality and judgment - Handle confidential and sensitive information with a high degree of trust, discretion, and integrity. You’ll know when to elevate issues, when to act independently, and how to navigate urgent requests and changing priorities with professionalism and sound judgment.
• Impact and outcomes - Success in this role is reflected in a well‑organized and strategic executive calendar, smooth coordination of speaking and media commitments, consistently strong executive preparation, proactive management of deadlines and logistics, timely and accurate stakeholder communication, and improved overall team efficiency and responsiveness.

Who you are

You have relevant experience. You bring proven experience as an Executive Assistant, Senior Assistant, Chief of Staff, Event Coordinator, or in a similar role supporting a senior executive in a public‑facing environment. You know that details matter. You’re highly organized and skilled at managing complex calendars, travel, events, and competing priorities while maintaining a clear view of broader business needs. You act like an owner. You use sound judgment, work independently, and handle confidential information and sensitive relationships with professionalism, discretion, and integrity. You give meaning to data. You proactively identify risks, scheduling conflicts, information gaps, and competing demands before they become issues, and you make thoughtful decisions in a fast‑moving environment. You can demonstrate experience in Microsoft365 and standard collaboration tools, including Outlook, Excel, Word, and PowerPoint. It’s an asset if you have experience with Workday, AmexGBT, COUPA, calendar and travel platforms, video conferencing tools, and contact management systems. You’re passionate about people. You build strong relationships and communicate effectively with a wide range of internal and external partners, including senior stakeholders, clients, media contacts, and event organizers. You have a degree/diploma in a related field. Post‑secondary education is considered an asset. You live your values. You bring high standards, genuine care to your relationships, and want to grow with an employer that shares your values and brings out your best.

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 aspire to give you a career, rather than just a paycheck. We work to recognize you in meaningful, personalized ways including a competitive salary, incentive pay, banking benefits, a benefits program*, defined benefit pension plan*, an employee share purchase plan, a vacation offering, wellbeing support, 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. We cultivate a culture where you can express your ambition through initiatives like Purpose Day; a paid day off dedicated for you to use to invest in your growth and development. *Subject to plan and program terms and conditions

• a competitive salary
• incentive pay
• banking benefits
• a benefits program*
• defined benefit pension plan*
• an employee share purchase plan
• a vacation offering
• wellbeing support
• MomentMakers, our social, points‑based recognition program

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 [e-mail] 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.

Job Location: Toronto‑161 Bay St., 6th

Employment Type: Regular

Weekly Hours: 37.5

• Analytical Thinking
• Business Effectiveness
• Client Service
• Communication
• Detail‑Oriented
• Human Resources (HR)
• Process Improvements
• Relationship Management
• Teamwork

At CIBC, we are in business to help our clients, employees and shareholders achieve what is important to them. Our ability to create value for all CIBC stakeholders is driven by a business culture based on common values: Trust, Teamwork and Accountability. Working with CIBC makes you a part of a work environment committed to our clients, employees and communities - a place where you can excel. Every day, our 48,000 employees help our clients achieve their financial goals, because what matters to our clients, matters to us.