Private Wealth Administrative Assistant

bmo; Southwestern Ontario; On-site; CAD 28,000 - 47,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

Accident and life insurance

Retirement savings plans

Job summary

BMO Financial Group in Southwestern Ontario is seeking an organized office administrator to support one or more business groups. You will perform clerical tasks, maintain records, schedule meetings, and assist with travel arrangements.

You will collaborate with internal and external stakeholders, handle invoices, process procurement, and help ensure policy compliance while keeping accurate audit trails and timely reporting.

Qualifications

• Verbal & written communication skills - Basic in business environment.
• Organization skills - Basic in business environment.
• Collaboration & team skills - Basic in business environment.
• Working knowledge of general office procedures.
• Working knowledge of office equipment such as photocopiers and printers.
• Basic knowledge learned on the job.

Responsibilities

• Compiles, files records of office activities and business transactions.
• Administers a filing system for reports, forms, and documentation.
• Creates, maintains, and enters information into databases.
• Prepares funding approval requests for department projects.
• Tracks, verifies, and processes department invoices.
• Resolves or escalates invoice discrepancies per policies.
• Coordinates work orders for equipment warranties and maintenance.
• Maintains office supplies inventory and processes orders.
• Schedules meetings and coordinates AV equipment, catering, room setup.
• Books travel arrangements and prepares itineraries for management.
• Answers central phone lines and escalates inquiries as needed.
• Writes, edits and distributes communications materials (e.g., agendas, reports).
• Updates departmental procedures for manager approval.
• Verifies staff timesheets and attendance data.
• Liaisons with internal units and vendors for premises changes.
• Performs standardized tasks under supervision and escalates when required.
• Takes measured risks consistent with Risk Management Framework.

Skills

Verbal & written communication

Organization skills

Collaboration & teamwork

Education

High school diploma or equivalent work experience

Certificate in Office Administration desirable

Job description

Application Deadline:

09/20/2026

Address:

20 Erb Street West

Job Family Group:

Business Management

Job Description

Provides a variety of general office support services and clerical tasks to support to one or more business groups and facilitate group operations. Collaborates with internal and external stakeholders to facilitate delivery of business objectives in accordance with applicable policies, processes, and controls. Troubleshoots and resolves routine problems according to policies, standard procedures, schedules, and deadlines and maintains audit trails, or escalates non-routine problems.

• Compiles, copies, sorts, and files records of office activities and business transactions.


• Administers a filing system to ensure the availability of business and operational reports, forms, and other documentation.


• Creates, maintains, and enters information into databases.


• Prepares funding approval requests for department projects.


• Tracks, verifies, and processes department budget and capital expenditure invoices.


• Resolves or escalates invoice discrepancies in accordance with accounts payable policies, procedures, and vendor agreements.


• Assists with the coordination and processing of work orders for equipment warranties, maintenance, and repairs (e.g. documents, tracks, and communicates maintenance requests to appropriate areas for execution).


• Maintains office supplies inventory, checks inventory of supply stocks, places and facilitates the execution of office supply orders, and verifies receipt.


• Schedules meetings and coordinates applicable audio-visual equipment, catering, room setup, and conference calls.


• Books travel arrangements and prepares itineraries for management.


• Answers central phone lines, resolves or escalates inquiries for resolution.


• Supports the development of tailored messaging by writing, editing, and distributing communications materials (e.g. correspondence, agendas, presentations, proposals, reports, bulk emails, and policies and procedures) and dispatching outgoing communication.


• Processes modifications and updates to departmental procedures for manager's approval, ensuring new information and procedures are provided to the team.


• Verifies staff timesheets and collects and tracks staff attendance data (e.g. overtime, sick, and vacation time) in accordance with applicable guidelines to ensure consistency and determine staff availability.


• Liaises with internal business units and external vendors to coordinate and implement changes to premises to accommodate incoming and outgoing staff and contractors (e.g. relocations, office planning and new furniture requirements) with minimal interruptions to business operations.


• Completes standardized tasks under supervision.


• Performs initial problem solving within given rules/limits & escalates when required.


• Broader work or accountabilities may be assigned as needed.


• Take measured risks while protecting the bank by applying our Risk Management Framework in the execution of your role, in line with our Risk Culture and within our approved Risk Appetite, making sound and risk informed decisions that align to business strategy, protect assets, and adhere to applicable policy documents (Frameworks, Policies, Standards, Procedures and Supporting documents), laws and regulations.

Qualifications

• High school diploma or equivalent work experience.


• Certificate in Office Administration is desirable.


• Working knowledge of general office procedures.


• Working knowledge of office equipment, such as photocopiers and printers.


• General knowledge of audio visual equipment to conduct training and demonstrations, perform maintenance, and troubleshoot issues.


• Basic knowledge learned on the job.


• Verbal & written communication skills - Basic (in business environment).


• Organization skills - Basic (in business environment).


• Collaboration & team skills - Basic (in business environment).

This job posting is for a current vacancy.

Salary

$33,500.00 - $46,500.00

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 cu