Executive Assistant

Headquartered in Toronto, the Canada Infrastructure Bank (CIB) is responsible for investing in new infrastructure projects. The CIB’s mission is to work with provincial, territorial, municipal, federal, Indigenous and private sector investor partners to transform the way infrastructure is planned, financed and delivered in Canada.

The Executive Assistant will be responsible for providing administrative support to the executive leader of our Commercial Infrastructure team. The core responsibilities will include calendar management for the supported team members comprising of internal and external meetings with stakeholders and government officials, email management, expenses/budget planning support, and organizing and tracking key deliverables for the supported team members. The Executive Assistant will also act as backup administrative support for other team members as needed.  

The ideal candidate will be a self-starter who possesses a positive, team-player mindset. This role requires someone with strong interpersonal skills who is proactive at problem-solving. 

Your responsibilities include:  

• Manage calendar of appointments; plan and coordinate supported Executive schedules and proactively prioritize and manage requests for access to their time
• Establish positive and productive relationships with executive assistant counterparts within the CIB, and externally as required
• Keep the supported Executive(s) well informed of upcoming commitments, and proactively identify forward-looking commitments that need attention
• Arrange, confirm, and prepare briefings for scheduled meetings by obtaining relevant background information, materials, and supporting documents prior to each meeting to properly prepare the Executive(s)
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, and within deadlines
• Utilize project management skills to help organize, track and follow up on corporate initiative timelines and critical paths that are the responsibilities of Executive(s)
• Make travel and other logistics arrangements and prepare itineraries and agendas, and complete expense reports, for Executives and their senior management team within the Travel & Hospitality guidelines
• Monitor the Executive’s mailbox (where applicable), flagging high-priority messages, organizing their to-dos and responding and/or sending emails on their behalf when needed
• Plan, organize, and manage various virtual and on-and-off-site meetings and special events, including meetings with employee(s) and with stakeholders, industry groups, researchers, and other external parties
• Monitor and manage media subscription renewal and industry and stakeholder membership renewal
• Provide guidance on the expense report process, review and verify expense reports being submitted to the Executive(s) for approval are in line with CIB guidelines
• Work with Corporate Finance on annual budget development and ongoing tracking, and processing of invoices
• Liaise with IT support to resolve any technical issues
• Manage special projects, pursue continuous improvement initiatives, and perform other duties as required
• Provide direct management and/or mentoring to other administrative staff within the team or the CIB

The ideal profile:  

• Bachelor’s degree preferred, or equivalent education and experience
• Minimum 10 years of experience including experience in supporting senior executives and interacting with senior individuals from other organizations
• Experience in both private and public sectors would be a definite asset
• Proficient in Microsoft Office (Outlook, Word, Calendar, Excel, and PowerPoint), with a proven ability to learn and use new software as required
• Strong attention to detail, time management and organizational skills, with the ability to manage and prioritize various competing demands while providing the highest level of client service and responsein a fast-paced environment
• High degree of tact and diplomacy, as well as absolute discretion in dealing with confidential, sensitive information
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, government officials, external clients
• Ability to exercise sound judgment and problem-solving skills in a variety of situations, and to proactively identify requirements
• Flexible and willing; demonstrate a “can do” attitude and demonstrated support for and deal with continuous change
• Capability to work independently with minimal supervision while working as a team player
• Flexibility to occasionally work outside of regular hours is required to support meetings, events or special requirements
• Experience managing other administrative staff is advantageous
• Bilingual (French and English) is an asset

We thank you for your interest. Only those selected for further screening or an interview will be contacted.  

Don’t forget to follow us on LinkedIn and on X (formerly Twitter) @cib_en or @bic_fra. 

At the CIB, we are committed to diversity and equitable access to employment opportunities. If you require an accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let us know at [email protected] and we will work with you to meet your needs.

For more information on our company, visit www.cib-bic.ca.