Administrative Assistant

BMO; Toronto; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading financial institution in Toronto is seeking an Administrative Support professional to enhance operational efficiency and provide comprehensive assistance to managers. The role involves managing schedules, coordinating events, and ensuring effective communication within the department. Ideal candidates will bring strong organizational and analytical skills, with a focus on collaboration and problem-solving. Join a dynamic team and contribute to strategic initiatives while supporting executives in a fast-paced environment.

Qualifications

• 3-5 years of experience in an administrative or support role.

Responsibilities

• Support the execution of strategic initiatives and track metrics.
• Manage calendars, schedule meetings, and support meeting logistics.
• Monitor budgets and report on financial results.

Skills

Communication

Organizational Skills

Collaboration

Analytical Skills

Problem Solving

Education

Post-secondary Degree

Job description

Performs a variety of administrative and clerical tasks, including financial and human resources administration, providing professional support to Managers and their teams. Ensures all administrative processes and control standards are followed, while identifying opportunities for improvement to enhance operational efficiency.

Responsibilities

1. Support the execution of strategic initiatives, including tracking metrics and milestones.
2. Build effective relationships with internal and external stakeholders.
3. Analyze data to provide insights and recommendations.
4. Plan, coordinate, and implement department events.
5. Provide support to executives and senior managers within a large department or business group.
6. Monitor budgets and report on financial results.
7. Coach and mentor junior administrative staff.
8. Manage calendars, schedule meetings, book rooms, and support meeting logistics.
9. Maintain filing systems and ensure accessibility of reports and documentation.
10. Assist in developing and distributing communications, including writing and editing.
11. Handle outgoing communications and answer inquiries via phone.
12. Process invoices and expense claims, ensuring budget compliance.
13. Arrange travel and accommodations.
14. Coordinate with vendors and manage office facilities and related activities.
15. Manage office supplies inventory.
16. Oversee vacation and absence scheduling, ensuring alignment with business needs.
17. Coordinate staff training logistics.
18. Collaborate with stakeholders to meet business objectives.
19. Organize and verify work information for accuracy.
20. Handle complex tasks and escalate issues as needed.
21. Perform additional duties as assigned.

Qualifications

• 3-5 years of experience in an administrative or support role; post-secondary degree preferred.
• Specialized knowledge relevant to the role.
• Strong verbal and written communication skills.
• Good organizational skills.
• Effective collaboration and teamwork abilities.
• Analytical and problem-solving skills.