Secretary

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.

To learn more about CIBC, please visit CIBC.com

JOB PURPOSE

• Secretarial and administrative assistance and support in relation to business, operational, compliance and office activities in CIBC Tokyo.

KEY ACCOUNTABILITIES

• Assist the Country Manager and the investment banking team in their business activities, including without limitation, answering phone calls, client reception, photocopying documents, preparation/binding of pitch books and presentation materials, etc.
• Send out market reports to clients under supervision of investment banking members
• Assist to collect and compile client/project related information out of data bases, internet, etc.
• Update / keep track of clients’ transfers, business cards, etc.
• Assist to manage a registered corporate seal and coordinate with the office provider for building/office access cards/keys and lease contract administration
• Shred classified documents.
• Make appointments, bookings and reservations, arranging travel schedules/transportation, etc.
• Coordinate and prepare business visa related documents as required.
• Prepare and send Christmas and new-year cards to clients.
• Prepare and send out invitations to CIBC events
• Send and receive faxes, newspapers, general mails and couriers.
• Preparation of various expense reports and coordination with relevant departments on the same.
• File memos and documents.
• Request and obtain relevant statements.
• Stationery requests, ordering business cards and supplies at the canteen.
• Assist HR administrative functions, including attendance sheet management, coordination of annual medical check-ups and administration of employee benefit matters for Tokyo branch employees.
• Monitoring and preparation of Staff Attendance Reports.
• Coordinate BCP process in the branch and liaise with building management and fire warden, including participation in necessary training programs.
• Other responsibilities as deemed necessary and appropriate, with the training, consultation and support available to the incumbent. 

JOB DIMENSIONS

• Ability to adapt quickly flexibly to changing conditions utilizing creative/innovative skills
• Ability to operate in a dynamic environment; high degree of commitment to excellence is expected
• Strong team player with ability to work in a congenial and cooperative manner with colleagues
• Excellent communication and presentation skills in English and Japanese
• Required to operate under time pressures

KNOWLEDGE AND SKILLS

• Undergraduate degree or equivalent qualifications
• At least 3 years of relevant experience
• High degree of accuracy and attention to detail
• Advanced working knowledge of Microsoft Office applications including Word, Excel and PowerPoint  

WORKING CONDITIONS

• Operates in normal office environment and working from home if necessary. 

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

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