Executive Assistant

CIBC Mellon; Toronto; On-site; CAD 70,000 - 110,000; Full time

Job summary

A financial services organization in Toronto seeks an experienced Executive Assistant to support the CEO in optimizing operations and enhancing communication. The role involves managing calendars, organizing meetings, and preparing presentations. The ideal candidate has over 5 years' experience in a similar role, proficiency in essential digital tools, and demonstrates exceptional organizational and communication skills. This position offers a salary range of $70,000 - $110,000 depending on experience, with opportunities for professional development.

Benefits

Opportunities for ongoing professional development

Flexible work arrangements

Commitment to an inclusive workplace

Qualifications

• 5 years’ experience supporting senior executives, ideally in financial services.
• Proficiency in digital tools that shape a modern work environment.
• Exceptional judgment and problem-solving abilities.

Responsibilities

• Optimize the CEO’s calendar and priorities for maximum effectiveness.
• Prepare executive-level agendas and presentations.
• Support key projects and strategic initiatives.

Skills

Professionalism

Organization

Communication

Adaptability

Relationship Management

Proactivity

Collaboration

Education

Bachelor’s degree in Business Administration or a related field

Tools

Microsoft Office

Microsoft Teams

CRM applications

Co-Pilot

Job description

Company Information

CIBC Mellon is a leading provider of asset servicing solutions to institutional investors in Canada, including multi-currency accounting, fund valuation, and investment information reporting. We are passionate about providing exceptional client service backed by our culture of innovation and success. Our outstanding employee experience will provide you with opportunities to learn and grow professionally while supporting the communities in which you live and work.

We are a diverse and dynamic workplace where employees take an active role in delivering on strategic objectives while advancing their individual career goals. We encourage innovative thinking and give our employees the support and resources they need to turn great ideas into actions.

We’re always looking for talented people who can make a meaningful difference for our clients, our company and our communities. To learn more about why our employees love coming to work each day, www.cibcmellon.com/experience.

Position Overview

Are you an experienced administrative professional who is comfortable with new technology and eager to support senior leadership in a fast-paced environment? As we introduce automation and AI tools across the organization, we’re looking for someone who enjoys learning and is open to new ways of working. Join us in helping to shape how the Executive Assistant role will evolve in the future—enhancing communication, efficiency, and supporting the daily operations of the CEO’s office.

Responsibilities

• Optimize the CEO’s calendar, schedule, and priorities for maximum effectiveness.
• Coordinate travel, meetings, and events with attention to detail and flexibility.
• Prepare executive-level agendas, briefing materials, presentations, and reports.
• Handle expense reports, invoices, and other administrative processes with accuracy and efficiency.
• Track progress on action items from meetings, ensuring timely follow-up and completion.
• Support key projects and strategic initiatives, providing research, coordination, and follow-up to advance organizational goals.
• Conduct research and synthesize information into actionable insights and executive briefing materials.
• Support the CEO in aligning daily activities and priorities with strategic business objectives.
• Utilize modern digital platforms and productivity tools to enhance collaboration and efficiency.
• Help foster and maintain key relationships between the CEO and the Board, clients, partners, and the leadership team by facilitating communication, scheduling, and follow-ups.
• Build effective working relationships with executive assistants and administrative professionals across the organization and with external partners.
• Partner with the External Events team to ensure CEO participation in conferences, industry forums, and other events is managed seamlessly.
• Assist in organizing leadership team events, town halls, and internal communications to support a positive and engaging organizational culture.
• Communicate professionally and proactively on behalf of the CEO.

Qualifications

• Bachelor’s degree in Business Administration or a related field.
• Minimum 5 years’ experience supporting senior executives, ideally in financial services.
• Proficiency in Microsoft Office, Microsoft Teams, Co-Pilot, CRM applications, and other digital tools that shape a modern work environment.
• Exceptional judgment, organization, and problem-solving abilities.
• Proven track record of managing complex calendars, multiple priorities, and confidential information.

Skills you possess

• Professionalism: Maintains confidentiality and discretion.
• Organization: Excellent attention to detail and time management.
• Communication: Clear, concise, and effective communicator.
• Adaptability: Comfortable with change and able to navigate ambiguity in a fast-paced environment.
• Relationship Management: Proactively supports the CEO in maintaining key relationships.
• Proactivity: Anticipates needs and takes initiative.
• Collaboration: Works effectively with internal and external teams.

CIBC Mellon's Values

• Get it Right Every Day: Deliver service excellence while always acting with the highest ethical standards
• Put Clients at the Centre: Advocate for clients by listening, sharing knowledge, and bringing the right solutions forward
• Be One Family: Challenge, empower and recognize your colleagues
• Take Ownership: Speak up, speak out, and make things better

Job Specific Competencies

• Standard office environment with flexible work arrangements available.
• Occasional overtime or non-standard hours may be required.
• CIBC Mellon is committed to fostering an inclusive, innovative workplace that values continuous improvement.
• Opportunities for ongoing professional development, training, and exposure to the latest tools and practices in executive support are available.
• The base salary range for this position is between $70,000 - $110,000 dependent on relevant experience.
• Please note, our recruitment process may include the use of AI-assisted tools.