Performs a variety of administrative and operational tasks and provides professional support to one or more executive leaders 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 senior level administrative and operational support within a large, diverse team including one or more senior executives, covering calendar, expenses, travel, and related support.
- 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.
- Leads the planning, coordinating and implementing department events and agendas (e.g., conferences, townhalls, offsites, team events).
- Supports recruiting and onboarding of new hires and internal transfers.
- Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
- Builds effective relationships with internal/external stakeholders.
- Gathers and formats data into regular and ad-hoc reports, and dashboards.
- Provides input into the planning and implementation of administrative programs.
- Develops and maintains a filing system (Sharepoint, OneDrive); 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).
- Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
- Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including access support, incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
- 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.).
- Organizes work information to ensure accuracy and completeness.
- Exercises judgment to identify, diagnose, and solve problems within given rules. Thinks creatively and proposes new solutions.
- Works mostly independently.
- Broader work or accountabilities may be assigned as needed.
Qualifications:
- Typically 5+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
- Verbal & written communication skills - In-depth.
- Collaboration & team skills - In-depth.
- Analytical and problem solving skills - In-depth.
- Influence skills - In-depth.
- Ability to coordinate and build relations across enterprise teams - In-depth
Salary:
$45,500.00 - $84,500.00
Pay Type:
Salaried
The above represents BMO Financial Group’s pay range and type.
Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.
BMO Financial Group’s total compensation package will vary based on the pay type of the position and may include performance-based incentives, discretionary bonuses, as well as other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards
About Us
At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.
As a member of the BMO team you are valued, respected and heard, and you have more ways to grow and make an impact. We strive to help you make an impact from day one – for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs. From in-depth training and coaching, to manager support and network-building opportunities, we’ll help you gain valuable experience, and broaden your skillset.
To find out more visit us at https://jobs.bmo.com/ca/en
BMO is committed to an inclusive, equitable and accessible workplace. By learning from each other’s differences, we gain strength through our people and our perspectives. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.
Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.
