Executive Assistant to Vp/md

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.

**Purpose of Job**:To provide full EA and general administration support to the Luxembourg office to ensure the smooth day to day running of the business.

**Main Objectives**:

- Organise business travel using the NEO online booking tool for standard / point to point journeys. Liaising with American Express over the telephone for those more in-depth / multi destination bookings. Always ensure accuracy, bookings are made within policy, check possible Visa requirements, Covid-19 requirements, arrange cars or other forms of transportation as required
- Collate / prepare multiple, & at times, complex monthly expense reports to meet Visa deadlines using Coupa. Ensure claims are compliant with Company policy guidelines
- Extensive calendar management of agreed senior management, namely CEO, COO and Head of Corporate Banking and any other identified team members as required
- Organise 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
- Move / re-arrange meeting conflicts in a timely fashion / use initiative to make decisions on meetings that take precedence over others and move accordingly
- Ensure all relevant meeting information is provided i.e., time, location, travel time, additional information
- Print any associated meeting documentation in advance as required
- Add all travel bookings to calendar
- Prepare dashboards, logs, trackers
- Organise / book client lunches & events to meet specified brief
- Cover Reception as required i.e., welcome people, track office presence, manage incoming/outgoing post, etc.
- Perform physical security tasks i.e., track and report key use, manage pass cards/reconcile records etc.
- Act as Facilities assistant/coordinator
- Maintain stationery levels for the office
- Maintain attendance/sickness records
- Assist HR with ad hoc requests
- Collate/prepare documentation in advance of the Executive Committee meeting i.e., draft agenda, minutes, prepare the pack, etc.
- Assist the Chair of ALCo meeting with its preparation
- Process invoices/set-up new suppliers in Coupa in a timely manner
- Translation of key correspondence when required
- Support local reporting or projects i.e., collect, combine, coordinate, provide documentation, etc
- Assist new joiners with business cards, Coupa access etc

**Knowledge and Skills Required**:

- 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

**Location**:Luxembourg, Luxembourg

**What you need to know**:

- 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

**Job Location**
K2 Dolce
**Employment Type**
Regular

**Weekly Hours**
40
**Skills