Executive Admin & Operations Lead

Hispanic Alliance for Career Enhancement; Chicago (IL); On-site; USD 45,000 - 83,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

Accident & life insurance

Retirement savings plans

Job summary

BMO Financial Group in Chicago seeks an experienced administrative professional to provide senior-level support to one or more managers and their teams. The role involves calendar management, travel arrangements, expense processing, and coordination of budgets, reporting, and events to ensure efficient operations.

The position emphasizes data gathering for dashboards, collaboration across departments, and adherence to risk and policy standards.

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

Responsibilities

• 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 analyzes data and information to provide insights and recommendations.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Leads the planning, coordinating and implementing department events.
• Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
• Employs systems to manage information.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
• Provides input into the planning and implementation of administrative programs.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manages and monitors calendars and upcoming events; supports meeting facilitation and department events.
• Develops and maintains a filing system; ensures documentation is readily available.
• Supports the development of tailored messaging, including writing, editing and distributing communications.
• Dispatches outgoing communications; answers central phone line and handles inquiries.
• Processes invoices for payment and logs departmental expense claims and reports.
• Makes travel arrangements and liaises with vendors; coordinates premises/building matters.
• Maintains supplies inventory; schedules conflicts for vacations/absences.
• Coordinates training requirements for staff.
• Collaborates with internal and external stakeholders to deliver on business objectives.
• Organizes work information for accuracy and completeness.
• Takes measured risks within the Risk Management Framework.

Skills

Verbal & written communication

Collaboration & teamwork

Analytical & problem solving

Influence skills

Education

Post-secondary degree in related field

Job description

BMO Financial Group in Chicago seeks an experienced administrative professional to provide senior-level support to one or more managers and their teams. The role involves calendar management, travel arrangements, expense processing, and coordination of budgets, reporting, and events to ensure efficient operations.

The position emphasizes data gathering for dashboards, collaboration across departments, and adherence to risk and policy standards.