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Added 11 mins ago
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Canada Infrastructure Bank

Executive Assistant

Toronto, ON, Canada

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Job details

Experience: Minimum 10 years of experience including experience in supporting senior executives and interacting with senior individuals from other organizations
Posting language: English
Posted: Oct 9, 2026

Original job description

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 accessible@cib-bic.ca and we will work with you to meet your needs.

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

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More about this job

Responsibilities

The Executive Assistant provides comprehensive administrative support to the Commercial Infrastructure team, including calendar management, travel arrangements, and budget tracking. They also manage stakeholder relationships, prepare meeting briefings, and oversee special projects while mentoring junior administrative staff.

Requirements

The ideal candidate possesses at least 10 years of experience supporting senior executives and holds a bachelor's degree or equivalent. Proficiency in Microsoft Office and strong interpersonal, organizational, and problem-solving skills are essential for this fast-paced environment.

Skills

Calendar management
Email management
Budget planning
Project management
Travel coordination
Expense reporting
Stakeholder management
Microsoft Office
Time management
Organizational skills
Problem-solving
Interpersonal skills
Diplomacy
Mentoring
Communication
Attention to detail

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Infrastructure
Calendar Management
Budgeting
Project Management
Stakeholder Relations
Microsoft Outlook
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Travel Logistics
Expense Reporting
Administrative Support
Mentoring
Continuous Improvement
Government Relations
Public Sector
Private Sector
Confidentiality
Diplomacy
Time Management
Organization
Problem Solving
Communication
Teamwork
Infrastructure Planning
Corporate Finance
Media Subscription
Event Management
Professional Development

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