Executive Assistant

Administrative Support ManagerPerforms 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 offices 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.Responsibilities include:Establishing administrative support & reception best practices and ensuring consistent adoption.Identifying, developing, recommending and implementing cost saving opportunities and seeking approval for recommendations.Providing subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.Building effective relationships with internal/external stakeholders.Breaking down strategic problems, and analysing data and information to provide insights and recommendations.Gathering and formatting data into regular and ad-hoc reports, and dashboards.Leading the planning, coordinating and implementing department events.Building change management plans of varying scope and type; leading or participating in a variety of change management activities including readiness assessments, planning, stakeholder management, execution, evaluation and sustainment of initiatives.Providing senior level administrative and operational support within a large, diverse team including one or more senior executives.Managing sensitive communications, Outlook inbox, reports, invoices, and related documents for the assigned Executive; maintaining confidentiality.Tracking and distributing recognition awards on behalf of the Executive, as applicable.Resolving escalated issues.Leading the execution of administrative programs; assessing and adapting as needed to ensure quality of execution.Managing and monitoring calendars and upcoming events. Dispatching meeting invitations, booking meeting rooms and arranging for resources and other requirements in support of smooth and efficient meeting facilitation. Supporting the coordination and implementation of department events.Developing and maintaining a filing system; ensuring business and operational reports, forms, and other documentation, paper or electronic, are readily available.Supporting the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).Dispatching outgoing communications. Answering central phone line, responding to and resolving/escalating inquiries.Processing invoices for payment in adherence with documented processes and guidelines and vendor agreementsPreparing and logging departmental expense claims and reports. Tracking expenses to ensure they stay within budget.Making 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.Maintaining supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.Ensuring all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifying scheduling conflicts for resolution.Coordinating training requirements for staff (research, booking, cancellations, confirmations, etc.).Collaborating with internal and external stakeholders in order to deliver on business objectives.Organizing work information to ensure accuracy and completeness.Focus is primarily on business/group within BMO; may have broader, enterprise-wide focus.Exercises judgment to identify, diagnose, and solve problems within given rules.Works independently on a range of complex tasks, which may include unique situations.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:Typically between 8+ years of relevant experience with a minimum 2 years of experience managing other administration staff, as applicable; post-secondary degree in related field of study.Technical proficiency gained through 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.Data driven decision making - In-depth.Salary: $69,000.00 - $127,800.00Pay Type: SalariedThe 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.