Administrative Assistant jobs in Germany

We are looking for an Executive Assistant to join our team, providing dedicated support to our Alternate Solutions Group. In this position, you will deliver high-level administrative and operational support to one or more Executives and their teams in a fast-paced, dynamic environment. You will ensure all processes and control standards are consistently met. Your contributions will be instrumental in driving the efficiency and success of the team, making you a valued partner in our continued success. 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.

• Executive Support & Calendar Management: You will leverage your sound judgment, discretion, and diplomacy to organize and coordinate the activities of our Executives, ensuring their days run seamlessly. You will proactively anticipate needs, provide timely updates with relevant background information, and take initiative to maximize productivity for both the Executives and the broader team. Your expertise in managing multiple complex calendars will be essential as you screen requests, prioritize meetings, and oversee all related logistics - including room bookings, site access, technology coordination, and catering so that every detail is handled with care and precision.

• Travel & Expense Administration: You will take ownership of arranging and managing all travel requirements, from booking airline tickets and hotels to coordinating ground transportation, all while staying attentive to last-minute changes and ensuring every detail aligns with company policy. You will also process expense reports and invoices with accuracy and efficiency, ensuring timely submissions and strict adherence to guidelines. As a trusted resource, you will provide guidance to the team on expense policies whenever needed, helping everyone stay informed and compliant.

• Trusted Administrative Support: You will exercise the highest level of discretion as you handle confidential correspondence and sensitive information, ensuring trust and integrity are always maintained. You will confidently make informed decisions within established parameters, knowing when to elevate issues as appropriate. Your day-to-day responsibilities will include a variety of essential administrative tasks, such as managing mail distribution, arranging couriers, maintaining organizational charts and distribution lists, tracking vacation schedules, and keeping general administrative files up to date. Your professionalism and attention to detail will be key in supporting the team’s success.

• Onboarding & Offboarding Coordination: You will take the lead in overseeing the onboarding and offboarding processes for new and departing team members, ensuring a smooth and welcoming transition at every stage. You will coordinate technology access, office setup, building access, and the ordering of business essentials, so everyone has what they need from day one. With a keen eye for detail, you will ensure all compliance requirements and internal policies are met, providing guidance and support to both new hires and departing staff.

• Relationship Management & Collaboration: You will build and maintain strong professional relationships with clients, internal teams, and external partners, positioning yourself as a key point of contact and trusted resource. You will collaborate closely with other Executive Assistants to identify and promote best practices, provide backup coverage, and help foster a positive, team-oriented work environment. By liaising with cross-functional business units and support departments such as HR, you will play a vital role in coordinating tasks and implementing process improvements.

• You bring at least 5 years of experience in an administrative or professional support role within a large corporate or financial institution environment. Your background has equipped you to navigate complex issues, manage conflicting priorities, and understand the departmental structures and professionalism required to excel in a fast-paced, high-expectation setting. Post-secondary education in a related field is preferred.

• You thrive on independent judgment and discretion. Your confidence and diplomacy enable you to expertly manage the activities of a dynamic department.

• You are proactive and naturally inquisitive. With a thoughtful work ethic, you anticipate needs, think critically, and consistently seek opportunities for improvement where appropriate.

• You excel in navigating ambiguity and limited direction. Your ability to make sound decisions within your scope of accountability sets you apart in a fast-paced environment.

• 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 bring advanced technical expertise to the table. Your proficiency in MS Office (Excel, Word, PowerPoint, Outlook) and web browsers is complemented by experience with tools like Visio, Workday, Amex GBT, and COUPA - considered valuable assets.

• You are a standout communicator. Your written and verbal communication skills are polished and professional, ensuring clarity and impact in every interaction.

• 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.

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

• 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

• 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 tests (such as simulation, coding, French proficiency, MS Office). 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.

Toronto-161 Bay St., 5th

Regular

37.5

Accountability, Interpersonal Communication, Multitasking, Office Administration, Organizational Efficiency, Personal Initiative, Report Analysis, Travel Coordination

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