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Executive Assistant

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BMO

24d ago

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

AI generated summary

  • You need 7+ years in admin support, a related degree, strong verbal/written communication, collaboration, analytical skills, and the ability to influence others effectively.
  • You will provide administrative support, manage schedules, coordinate events, analyze data, handle budgets, process invoices, maintain supplies, and build relationships with stakeholders.

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 is the work location for the Executive Assistant position?

The work location is BMO Place, 33 Dundas St. W., Toronto.

How many days a week does the Executive Assistant typically work in the office?

The Executive Assistant typically works in the office 3-5 days per week, depending on the executive's schedule.

What kind of tasks will the Executive Assistant be responsible for?

The Executive Assistant will perform a variety of administrative and clerical tasks, including financial and human resources administration, general office services, and providing professional support to managers and their teams.

What kind of experience is required for this position?

The position typically requires 7+ years of relevant experience in an administrative or professional support function, demonstrating progressive responsibility, along with a post-secondary degree in a related field of study.

What are the primary skills needed for this role?

The primary skills needed include in-depth verbal and written communication skills, collaboration and teamwork, analytical and problem-solving skills, and influence skills.

Does the position offer any training or support for professional development?

Yes, BMO supports professional development by providing in-depth training, coaching, manager support, and network-building opportunities to help employees gain valuable experience and broaden their skillset.

What is the salary range for the Executive Assistant position?

The salary range for the Executive Assistant position is $44,500.00 - $82,500.00.

Are there additional benefits offered in this role?

Yes, BMO offers a total compensation package that may include performance-based incentives, discretionary bonuses, health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans.

What is the company’s stance on diversity and inclusion?

BMO is committed to an inclusive, equitable, and accessible workplace, valuing differences and perspectives to gain strength through their people.

How does BMO ensure effective communication within the team?

The Executive Assistant is responsible for developing and maintaining tailored messaging, including writing, editing, and distributing communications to ensure effective communication within the team and with stakeholders.

Will there be opportunities for career advancement?

Yes, BMO strives to help employees grow and make an impact from day one, providing opportunities for career advancement and development within the organization.

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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.