Administrative Assistant, On
17 hours ago
Adresse:
100 King Street West
Groupe de famille d'emploi:
Gestion des activités
**multiple locations, may be located in Marsland=Waterloo or FCP=Toronto
Performs a variety of administrative and clerical tasks, financial and human resources administration, and provides professional support to direct reports of line of business Executive. 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.
- Responsible for multitude of administrative tasks around the office (location TBD)
- Manages and monitors calendars and upcoming events
- Meeting room preparedness including IT resources, point of contact for technology issues, refreshments
- Booking meeting rooms
- Vendor management (e.g., Muldoon's Coffee, Water Logic, Grocery Gateway, Rogers, etc.)
- Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
- Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group
- Tail-end onboarding/offboarding: equipment hand-off/collection, building & floor access, workstation assignment/release, office supplies, mobile device hand-off/collection
- Back-up support to Events Team for local region client-related events
- Support regional Executive Assistants for any internal events (e.g., client closing dinners, employee send offs, executive holiday events)
- Ensure Iron Mountain shredding bins are cleared
- Records retention and destruction (Iron Mountain)
- Mail sorting & courier shipping/receiving
- Occasional bank deposits
- Daily floor support & daily floor walkthrough, to ensure space is maintained (PPE, kitchen supplies, _maintain executive kitchen _, central office supplies, broken equipment, open request for workspace repairs, etc.)
- Process AP invoices
- Administrative Assistant back-up
- OneSpan access coordinator
- Workspace Manager - seat reservation tool
- Update and validate Serraview floor plans
- Submits and follows up on various ServiceNow requests
- Order business cards and signature stamps (as required)
- Wireless report reviews
- Orders and tracks access cards/passes
- Access card roster attestation
- Works with BGIS on any repairs required around the floors
- 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
- 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)
- 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
- Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)
- Organizes work information to ensure accuracy and completeness
- Any other ad-hoc tasks may be assigned
**Administrative Support Provided to all direct reports to Executives/Leaders**:
- ITAM attestation
- System access certifications (quarterly, annual, transfers, new hires)
- Prepare and maintain expense claims
- Schedule travel
- Vacation tracking for their teams
- **Qualifications**:
- Typically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable
- Specialized knowledge
- Verbal & written communication skills - Good
- Organization skills - Good
- Collaboration & team skills - Good
- Analytical and problem solving skills - Good
**Ici, pour vous.**
À BMO, nous sommes animés par une raison d’être commune : Avoir le cran de faire une différence dans la vie, comme en affaires. Cette raison d’être nous invite à entraîner des changements positifs et durables pour nos clients, nos collectivités et nos gens. En travaillant ensemble, en innovant et en repoussant les limites, nous transformons des vies et des entreprises et favorisons la croissance économique partout dans le monde.
En tant que membre de l'équipe de BMO, vous êtes valorisé, respecté et entendu, et vous avez plus de moyens
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