Executive Assistant

1 month ago

Toronto, Canada BMO Financial Group Full time

33 Dundas Street West Toronto Ontario,M5G 3C2

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, as well as the POINTE team overall. 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.
- Builds effective relationships with internal/external stakeholders.
- Breaks down strategic problems, and analyses 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; (e.g., leader, department and LOB group event planning).
- Provides senior level administrative and operational support within a large, diverse team including one or more senior executives and MDs.
- Employs systems (e.g. customized exception reports, tracking reports etc.) 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. 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 and team support (e.g., BCP, onboarding/offboarding, attestations, audit requirements, beams/recognition, etc).
- 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 mínimal 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.
- Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
- Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
- Collaborates with internal and external stakeholders in order to deliver on business objectives.
- Assists with all aspects and requirements for the department BCP process
- Assists with required attestations for the department
- Assists with any audit process requirements
- Assists with team gifts and communications (e.g., beams, spotlights, gift cards, etc)
- Manages the onboarding and offboarding experience for all members of POINTE ensuring a quality and seamless experience
- Organizes work information to ensure accuracy and completeness.
- Focus may be on a business/group.
- Thinks creatively and proposes new solutions.
- Exercises judgment to identify, diagnose, and solve problems within given rules.
- Works mostly independently.
- Broader work or accountabilities may be assigned as needed.** Qualifications**:

- Typically 7+ years of relevant experience in an administrative/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.

**We’re here to help**

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to

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