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Executive Assistant

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BMO

2mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Toronto
  • Quick Apply

AI generated summary

  • You need 7+ years of relevant experience, a related degree, strong communication, collaboration, analytical, problem-solving, and influencing skills.
  • You will provide administrative support, manage calendars, coordinate events, analyze data, manage budgets, and foster relationships with stakeholders to enhance operational efficiency.

Requirements

  • Typically 7+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
  • Specialized knowledge from education and/or business experience.
  • Verbal & written communication skills - In-depth.
  • Collaboration & team skills - In-depth.
  • Analytical and problem solving skills - In-depth.
  • Influence skills - In-depth.

Responsibilities

  • Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.
  • Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.
  • Builds effective relationships with internal/external stakeholders.
  • Breaks down strategic problems, and analyses data and information to provide insights and recommendations.
  • Gathers and formats data into regular and ad-hoc reports, and dashboards.
  • Leads the planning, coordinating and implementing department events.
  • Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
  • Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
  • Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
  • Provides input into the planning and implementation of administrative programs.
  • Coordinates and monitors budgets and reporting on results vs. budget.
  • Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
  • Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
  • Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
  • Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
  • Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
  • Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements.
  • Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
  • Makes travel arrangements, booking flight/hotel reservations as needed.
  • Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
  • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution.
  • Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
  • Collaborates with internal and external stakeholders in order to deliver on business objectives.
  • Organizes work information to ensure accuracy and completeness.
  • Focus may be on a business/group.
  • Thinks creatively and proposes new solutions.
  • Exercises judgment to identify, diagnose, and solve problems within given rules.
  • Works mostly independently.
  • Broader work or accountabilities may be assigned as needed.

FAQs

What are the core responsibilities of the Executive Assistant role?

The core responsibilities include providing administrative and operational support to senior executives, managing calendars and meetings, preparing reports and dashboards, coordinating budgets, and assisting with training requirements for staff, among other tasks.

What qualifications are required for the Executive Assistant position?

The position typically requires 7+ years of relevant experience in an administrative or professional support function, a post-secondary degree in a related field, and specialized knowledge from education or business experience.

What skills are essential for this role?

Essential skills include in-depth verbal and written communication, collaboration and team skills, analytical and problem-solving abilities, and influence skills.

What is the salary range for the Executive Assistant position?

The salary range for the position is $44,500.00 - $82,500.00, depending on factors such as location, skills, experience, education, and qualifications.

Are there opportunities for career growth in this role?

Yes, the role offers opportunities for growth and development, including coaching and mentoring junior administrative assistants, as well as the potential for broader work responsibilities as needed.

Is there a focus on improving processes within the role?

Yes, the Executive Assistant is expected to actively seek and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

What types of benefits does BMO offer to employees?

BMO offers health insurance, tuition reimbursement, accident and life insurance, retirement savings plans, performance-based incentives, and discretionary bonuses, among other perks.

How does BMO promote inclusivity in the workplace?

BMO is committed to an inclusive, equitable, and accessible workplace, encouraging diverse perspectives and providing accommodations upon request for candidates participating in the selection process.

Will I be required to handle financial matters in this role?

Yes, the Executive Assistant will be responsible for processing invoices, coordinating budgets, preparing expense claims, and tracking expenses to ensure they align with the budget.

Are there obligations regarding travel arrangements for this position?

Yes, the Executive Assistant will be responsible for making travel arrangements, including booking flights and hotel reservations as needed.

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BMO

Finance
Industry
10,001+
Employees
1817
Founded Year

Mission & Purpose

At BMO, banking is our personal commitment to helping people at every stage of their financial lives. The truth is, people’s needs change: so we change too. But we never change who we are. Which means we’ll never waiver from providing our customers the best possible banking experience in the industry. Our incredible team of over 46,000 people is just the tip of the iceberg. You should get to know us. We’re here to help.