Executive Assistant

BMO; Toronto; On-site; CAD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking an experienced administrative professional to provide crucial support to executive leaders. This role involves managing calendars, facilitating communication, and implementing best practices to enhance operational efficiency. The ideal candidate will have a strong background in administrative functions, excellent problem-solving abilities, and the capacity to build effective relationships with stakeholders. Join a dynamic team where your contributions will drive strategic initiatives and support the overall success of the organization.

Qualifications

• 8-10 years of experience supporting executive leaders in large organizations.
• Strong communication and analytical skills are essential.

Responsibilities

• Establishes best practices for administrative support and reception.
• Analyzes data to provide insights for strategic initiatives.

Skills

Administrative Support

Calendar Management

Stakeholder Management

Communication Skills

Analytical Skills

Problem-Solving Skills

Collaboration Skills

Education

Post-Secondary Degree

Job description

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 ensures all administrative and operational processes and control standards are followed, while seeking opportunities for improvement, contributing to the effective operation of the business group.

Responsibilities

1. Establishes administrative support and reception best practices, ensuring consistent adoption.
2. Identifies, develops, recommends, and implements cost-saving opportunities, seeking approval for recommendations.
3. Provides subject matter expertise and advice related to strategic initiatives and manages relationships for assigned initiatives.
4. Builds effective relationships with internal and external stakeholders.
5. Analyzes data and information to provide insights and recommendations on strategic problems.
6. Prepares reports, dashboards, and formats data for regular and ad-hoc requests.
7. Leads planning, coordination, and implementation of department events.
8. Develops change management plans and participates in activities including readiness assessments, stakeholder management, and evaluation.
9. Provides senior administrative and operational support within a large, diverse team, including senior executives.
10. May supervise the day-to-day functions of an administrative team.
11. Manages sensitive communications, maintains confidentiality, and handles reports, invoices, and documents.
12. Tracks and distributes recognition awards, resolves escalated issues.
13. Executes administrative programs, ensuring quality and adaptability.
14. Manages calendars, schedules events, books meetings, and supports meeting logistics.
15. Maintains filing systems and ensures accessibility of reports and documents.
16. Supports communication development, including writing and editing.
17. Handles outgoing communications and responds to inquiries.
18. Processes invoices, prepares expense claims, and monitors budgets.
19. Makes travel arrangements and liaises with vendors and internal units for premises and office needs.
20. Maintains supplies inventory and manages scheduling of vacations and absences.
21. Coordinates staff training and collaborates with stakeholders to meet business objectives.
22. Organizes work information for accuracy and completeness.
23. Works primarily within the business/group but may have broader responsibilities.
24. Uses judgment to solve problems within established rules and works independently on complex tasks.

Qualifications

• Typically 8-10 years of relevant experience, including at least 4 years supporting executive leaders in large organizations, with management experience preferred; post-secondary degree required.
• Technical proficiency with excellent calendar and stakeholder management skills.
• Strong verbal and written communication skills.
• Effective collaboration and team skills.
• Analytical and problem-solving capabilities.
• Influence and data-driven decision-making skills.