[1784]

Candidate Qualifications:

1) Strong organization and administrative skills; capable of operating independently with minimal direction.

2) Working knowledge of CIBC applications and processes (eSource, HR Direct Access, PRF) and organization structure.

3) Excellent communication and interpersonal skills to interact with a wide range of individuals in a variety of situations, which often require tact, diplomacy, and discretion.

4) Able to adapt to changing priorities in a calm and professional manner.

5) Extensive computer skills in all MS Office applications, including Word, PowerPoint, EXCEL, and Outlook.


Description:

The incumbent is responsible for providing general and specialized administrative and organizational support.

Major activities include, but are not limited to:

Organizes activities of the Director and management team using independent judgment, discretion and diplomacy, including:
1) Planning, Co-ordinating and minuting department and project meetings and events.
2) Identifying potential problems and shifting priorities in order to adjust the Director's schedule if necessary.
3) Co-ordinating communication activities for the team.
4) Orienting new hires to the team.

In strict confidentiality, prepare, input, and maintain and reconcile HR administrative functions through HRPDT and HR Direct Access. This includes:

1) Tracking and reporting absence and vacation.
2) Tracking and reporting overtime, time in lieu and pager pay.
3) Tracking completion of PMM targets and scorecards and filing with HRPDT.
4) Completing all HR change requests on behalf of the management team.
5) Maintaining contractor information, co-ordinating contract extensions, validating contract invoices and submitting for payment.

Providing administrative support including:

1) Maintaining administrative procedures and processes for the team; for example, preparing expense reports using Ariba and maintaining related files and overseeing the ordering and maintenance of stationary supplies and equipment.
2) Maintain call lists, department contact lists and org charts.
3) Developing administration procedures and processes to respond to the operating style of the management team.
4) Co-ordinate/gather statistics and status reports as input into the monthly performance binder from the management team.
5) Create the monthly performance binder for the portfolio.

Providing confidential secretarial services including:

1) Preparing correspondence, memos, minutes, and reports (frequently of a confidential, strategic and/or specialized nature).
2) Support the presentation needs of the management team and maintain related files.
3) Maintaining appropriate file systems, both electronic and paper.