Executive Support & Operations Coordinator

BMO; Minneapolis (MN); On-site; USD 43,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

Accident and life insurance

Retirement savings plans

Job summary

BMO Financial Group in Minneapolis is seeking an experienced administrative professional to support a team of managers and senior leaders. The role covers admin tasks, travel planning, calendar management, expense processing, and coordinating department events.

You will work across internal and external stakeholders, prepare reports, assist with communications, and help ensure efficient operation while applying risk controls and company policies.

Qualifications

• Typically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable.
• Must have experience in managing travel and related expenses
• Must have the experience in managing calendars
• Must have the ability to manage the office
• Must have the experience in organizing events and meetings
• Must be able to support senior leaders
• Must have the ability onboard new hires
• Should be proficient with MS Office Suite
• Specialized knowledge.

Responsibilities

• Supports the execution of strategic initiatives; includes tracking metrics and milestones.
• Builds effective relationships with internal/external stakeholders.
• Analyzes data and information to provide insights and recommendations.
• Leads the planning, coordinating and implementing department events.
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• 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. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• 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 and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• 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 supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes work information to ensure accuracy and completeness.
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
• Analyzes issues and determines next steps.
• 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.

Skills

Travel management

Calendar management

Event planning/coordination

Executive support

Communication skills

Analytical and problem solving

Education

Post-secondary degree in related field

Tools

MS Office Suite

Job description

BMO Financial Group in Minneapolis is seeking an experienced administrative professional to support a team of managers and senior leaders. The role covers admin tasks, travel planning, calendar management, expense processing, and coordinating department events.

You will work across internal and external stakeholders, prepare reports, assist with communications, and help ensure efficient operation while applying risk controls and company policies.