All jobs in Administrative Jobs

CIBC’s Wood Gundy team  is the full-service brokerage division of CIBC serving our high net worth clientele. As an Administrative Assistant you will be responsible for providing administrative support to the Investment Advisor team in our Wood Gundy brokerage. You’ll work closely with the team of Advisors as they plan and manage client investments. You’ll play a key part in supporting and servicing high net worth client accounts. You’ll provide ongoing support to a team that goes above and beyond for their clients.  This position is a great opportunity to learn the investment business in a professional, dynamic work environment with one of Canada's leading Brokerage.

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.

How you'll succeed

• Administrative Support - Maintain compliance standards in client dealings/client files. Conduct administrative activities and engage in administrative processes associated with supporting the IA(s) and teams. Engage in all marketing and business development activities and assist in the development of investment plans and written proposals for prospects and clients. As determined by the IA, assist in processes to direct assets into suitable financial products based on the client’s risk reward tolerances and demographic profile.

• Client Engagement - Connect on a personal level to make every interaction meaningful. Enhance relationships by collaborating with your team and providing administrative support to ensure client needs are met. Respond to requests by answering questions and providing an exceptional experience.

• Relationship Building - Heighten CIBC brand awareness in your community by attending local events and participating in marketing and outreach activities. Grow your network to create lasting connections that will generate future opportunities. Work closely with your team to connect clients with the right opportunities.

• Organizational Skills - Support Investment Advisors by providing timely responses to client requests and maintaining compliance standards in all files. Enable team success by improving team productivity, proactively uncovering business opportunities, and helping to direct assets into the right financial products.

Who you are

• You put our clients first. You engage with purpose to find the right solutions. You go the extra mile, because it’s the right thing to do.

• You engage with your heart and mind. You care about people and understand different perspectives. You listen and learn from the experiences of others.

• You understand that success is in the details. Your critical thinking skills help to inform your decision making.

• You’re passionate about people. You find meaning in relationships, and surround yourself with a diverse network of partner. You build trust through respect and authenticity.

• Values matter to you. You bring your real self to work and you live our values - trust, teamwork, and accountability.

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 work to recognize you in meaningful, personalized ways including a competitive compensation, a banking benefit*, wellbeing support and additional offers such as employee and family assistance programs 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.

*Subject to program terms and conditions

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 [email protected]

• 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.

Expected End Date

2025-08-29

Job Location

Toronto-181 Bay St. 6th

Employment Type

Temporary (Fixed Term)

Weekly Hours

1

Skills

Accountability, Activity Coordination, Communication, Interpersonal Communication, Multitasking, Office Administration, Organizational Efficiency, Personal Initiative

Overview

Overview

Overview

The Invoice Quality Administrator has experience and working knowledge in the Input, Rate and Billing functions. Reponsible to review, analyze and update probill information proactively to ensure customer invoices are accurate upon distribution. Must recognize repeat issues in the Invoice Audit, provide feedback and offer corrective solutions to Management.

How You'll Help:

• Review and process transactions within the Invoice Audit Programs for Billing and Rating accuracy
• Validate key Billing data elements effecting the accuracy of the Invoice are correct. Including Shipper, Consignee, Bill To, Pieces, Weight, Terms, Dimensions
• Validate system generated rates; assign appropriate rates based on customer tariff agreements
• Ensure additional services are invoiced accurately according to established tariffs
• Interpret Bill of Lading information and accurately update the AS400 to create and/or revise an existing probill
• Work proactive Invoice Quality Reports to improve overall invoice accuracy, including: US Cube Report, Extreme Length Prepaid/Collect
• Work Invoice Quality Email Boxes – Accessorial Updates, Unrated PROs, R&L Term Changes
• Complete Direct Deposit
• Process transactions from the EDI Audit Queue
• Process Reweigh and Reclasses
• Escalate issues within established guidelines to ensure accurate invoicing
• Investigate and advise of potential Customer Deals and Invoice Audit rules that could be implemented in the AS400 to improve invoice accuracy
• Maintain positive customer relationships, both internally and externally
• Other related duties as may be required

Your Skills & Experience:

• Minimum of secondary education
• Post-secondary education in business administration or related field, an asset
• A suitable combination of education and experience may be considered
• Minimum one year experience in Billing/Rating Departments
• Excellent verbal and written communication skills
• Computer skills – accuracy, MS products including strong Excel skills; AS400 experience, an asset. Must possess the ability to learn new software
• Demonstrated interpersonal and customer relationship skills
• Strong analytical and problem solving skills, particularly numerical
• Detail orientated with the ability to work accurately in a high volume, fast-paced environment.

If you’re chosen for the role, you’ll be asked to provide reference and criminal background checks before employment. You’ll only be contacted if you’re selected for an interview. 

The Administrative Assistant will support the Director of Maintenance by managing productivity calculations, maintaining accurate system data, and assisting with financial and administrative tasks to ensure smooth and efficient maintenance operations.

How You'll Help:

• Update and maintain the maintenance management system with accurate data.
• Ensure the timely and accurate processing of vendor invoices are submitted for payment.
• Troubleshoot and resolve system-related issues promptly.
• Track salaried employee absences and complete all necessary payroll documentation.
• Enter hourly employee hours daily, monitor absences, and ensure accurate payroll processing.
• Maintain records of trailers due for inspection and ensure timely follow-up.
• Enter all work orders into the garage register daily to maintain accurate job tracking.
• Handle incoming phone calls professionally, taking messages or directing calls as appropriate.
• Perform additional tasks assigned to support the overall operation of the maintenance department.

Your Skills & Experience:

• Minimum of secondary education in Business Administration or equivalent, an asset
• A suitable combination of education and experience may be considered
• Minimum of 1 year of related experience and/or training in maintenance operations or administrative support.
• Previous Transportation experience is preferred
• A suitable combination of education and experience may be considered
• Excellent verbal and written communication skills
• Demonstrated interpersonal and customer relationship skills
• Strong analytical and problem-solving skills, particularly numerical
• Detail-oriented with the ability to work accurately in a high-volume, fast-paced environment.
• Proficiency in Microsoft Office (Word, Excel, Outlook) is mandatory.
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.
• Ability to adapt to system updates and troubleshoot minor technical issues.

If you’re chosen for the role, you’ll be asked to provide reference and criminal background checks before employment. You’ll only be contacted if you’re selected for an interview. 

About this opportunity:

Reporting to the Superintendent of Maintenance & Reliability at the Foster Creek SAGD facility. The Administrative Assistant will provide support to the Maintenance Superintendent and aid in assisting all areas with-in the process/non-process maintenance teams, including reporting, correspondence, and document control. Working in close partnership with the Foster Creek Operations administrative assistant to provide support and coverage to site administration when required.

While this vacancy is currently at Foster Creek, this posting could be used to fill vacancies at any of the three Oil Sands Operations sites (Christina Lake, Foster Creek, or Sunrise, based on business need).

Work Environment:

Foster Creek

• This is a full-time employee position working a shift of 11 hours and 25 minutes per day; 7 days on, 7 days off (Wednesday to Tuesday)

• This position is a shared role which will require effective collaboration and communication with their cross-shift, working closely to ensure seamless support for business continuity

• Foster Creek has full-service camp facilities

• Depending on your place of residence and your shift rotation, bus and/or air transportation to/from site is offered from designated departure points in select locations

• Foster Creek is serviced by flight Hubs in Calgary and Edmonton as well as bus transportation to site from La Corey, AB.

What you’ll do:

• Provide direct professional administrative support to the Foster Creek Maintenance team and onsite Enabling Functions

• Review Administrative workflows for efficiency and make recommendations for change

• Ensure all priority matters and inquiries are communicated promptly and passed on appropriately, and effectively communicate the correct procedure to have the item completed or connect staff to the appropriate group for assistance

• Act as the Foster Creek Pool Vehicle liaison, responsible for coordinating Pool Vehicle fleet and processing all usage requests through the appropriate Outlook calendars

• Ensure accurate communication is maintained with the Calgary Fleet team, advancing all requests requiring their input or direction.

• Maintain and manage the group's resource/staffing document, ensuring camp forecasts are promptly projected onto the INNfinity system. Perform audits and trouble-shooting analysis of the daily camp reports as required, confirming accuracy and details of staff.

• Plan and coordinate meetings/events, including agenda preparation, itineraries, logistics such as video and teleconferencing set up, catering, etc. for ad-hoc, executive, special events and/or reoccurring meetings.

Who you are:

Our ideal candidate will have the following minimum requirements:

• Legally authorized to work in Canada

• Minimum 5 years of administrative experience

• Administrative Professional or Business Management certification

• Knowledge of office management systems and procedures

• Experience with Concur, OpenInvoice, ServiceNow, and SAP would be an asset

• Valid Class 5 Driver's License

We acknowledge the value of transferrable skills and may consider equivalent combinations of experience and education should you not meet a specific requirement.

For this position you will be required to maintain a Class 5 driver's license, a satisfactory driving record, and adhere to the appropriate Company policies and guidelines. A driver's abstract will be one of the background checks requested in the pre-employment screening for the final candidate.

Note: The application deadline for this position is 11:59 PM MT June 4, 2025.

Job Post End Date: 06/05/2025

Overview

Overview

Overview

Overview