Executive Assistant

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 office 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.

• Manages day-to-day executive calendar and activities (including ad hoc requests)
• 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)
• Processes expense claims for Executives
• Reviews, investigates, and approves expenses on behalf of Executives (for their direct reports)
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports
• Makes travel arrangements, booking flight/hotel reservations as needed, for Executives
• Leads the planning, coordinating and implementing department events
• 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
• Audits HGL420 where Executive is responsible for cost center
• Completes ITAM attestations
• Completes system access certifications (quarterly, annual, transfers, new hires, moves)
• Audits the wireless report for the teams they support and monitors/reports charges over $100/month
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting
• Coordinates and monitors budgets and reporting on results vs. budget
• 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, translating, and distributing communications (e.g., announcements, correspondence, presentations, policies & procedures)
• Dispatches outgoing communications on behalf of Executives
• Approve recognitions (BMOvation) on behalf of executive/LOB
• 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 and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability
• Exercises judgment to identify, diagnose, and solve problems within given rules
• A team player who works well independently
• Broader work or accountabilities may be assigned

Qualifications:

• 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.
• Collaboration & team skills - In-depth.
• Analytical and problem solving skills - In-depth.
• Influence skills - In-depth.

Salary: $44500.00 - $82500.00

Pay Type: Salaried

The above represents BMO Financial Group’s pay range and type.

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.

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.