Executive Assistant

3 weeks ago

Toronto, Canada BMO Financial Group Full time

100 King Street West Toronto Ontario,M5X 1A1

MANDATE:
The Executive Assistant is accountable for providing support to the accountable SVP. Specifically, the incumbent will provide calendar and time management, support of ongoing projects and the overall efficient operation of the business group. Monitors and ensures that administrative and operational processes are followed while seeking to determine, develop, and participate in implementation of improvement opportunities.
- _____________________________________________
KEY ACCOUNTABILITY:
1) Professional Support (60%)
2) General Administration (20%)
3) Human Resources Administration (10%)
4) Office Management (10%)

SPECIFIC ACCOUNTABILITIES:
1) Professional Support Accountabilities:

- Excellent organizational and time-management skills
- Ability to work independently, manage multiple tasks and projects and meet deadlines
- Calendar management, effectively and efficiently booking meetings and coordinating with other Executive calendars
- Proven track record of using good judgment in dealing with issues in a fast-paced, dynamic environment
- Flexibility and ability to function within an environment where priorities frequently compete and shift
- Demonstrated superior writing and editing skills
- Build and maintain productive relationships with internal and external stakeholders
- Provide guidance to business partners and peers to support completion of activities and procedures
- Work independently to manage timing and action plans for completing functions and preparing correspondence, reports and other documents ahead of need
- Support onboarding & off-boarding processes for the Marketing and Strategy group, cross border
- Perform back-up function for other Administrative Assistants during absences to ensure that administrative support is provided on an ongoing basis
- Excellent computer and software skills: MS Office (Word, Excel, PowerPoint)
- Familiarity with audiovisual equipment for presentations
- Proficient with outlook, especially calendar management

2) General Administration Accountabilities:

- Develop communications, correspondence, presentations, including deciding on or recommending content.
- Responds to related inquiries, or escalates for resolution as appropriate.
- Manage various projects such as business process improvement initiatives, event planning, employee onboarding, including office resource requirements, time and vacation tracking, and office relocations.
- Prepare standard through to complex correspondence, reports and presentations, ensuring completed material is produced in a timely manner.
- Manages and maintains documents and records accordingly (e.g. electronic files, back up, task reminders/diary) ensuring data/documentation integrity and ease of reference and retrieval as required.
- Establish and maintain filing systems (paper and manage), including project files, classify, sort and file documents, generate reports and produce information
- Complete document drafting, including charts, graphs, tables and text slides, ensuring formatting consistency and accuracy on time-sensitive, complex, sensitive and high-profile documents

3) Human Resources Administration Accountabilities:

- Maintains and tracks staff vacations and absences in accordance with divisional guidelines to ensure consistency in entitlement and to determine staff availability. Participates in resolution of issues.
- Administers recognition program materials and processes in support of recognizing staff contributions.
- Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc). Produces monthly/quarterly reports and monitors that funds are allocated within budget.
- Provides coaching and mentoring to more junior colleagues to assist them in developing capability to carry out current job accountabilities and to expand the types and levels of work they perform in the future. Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.

4) Office Management, as required and as needs arise

CROSS-FUNCTIONAL RELATIONSHIPS:

- Interacts and collaborates regularly, as a critical function, with Executives and their representatives, and senior managers, and with cross-functional business units to perform research and analysis, to develop and recommend alternatives, implement improvement opportunities, and to accomplish administrative or operational tasks. Develops, leverages, and influences relationships to achieve outcomes and to improve cross-group relationships.
- Interacts with external vendors depending on unique requirements of the business unit and may have to handle conflicting or more contentious admin-related situations
- Develops and leverages relationships and represents the group cross-LOBs, with executives and senior managers, internal and external contacts, to foster and support intra-group coordination while c

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