Administrative Coordinator

1 month ago

Toronto, Ontario, Canada Bank of Montreal Full time $44,500 - $82,500

Role Overview: The Administrative Coordinator is responsible for executing a range of clerical and organizational duties, alongside financial and human resources management, while providing professional assistance to multiple Managers and their teams. This position ensures that all office services are conducted in accordance with established administrative and operational protocols, while actively identifying and implementing opportunities for process enhancements to support the overall efficiency of the business unit.

Key Responsibilities:

  • Offer expert guidance and insights related to designated strategic projects, serving as the primary liaison for these initiatives.
  • Foster strong relationships with both internal and external stakeholders.
  • Analyze complex strategic challenges, utilizing data to generate actionable insights and recommendations.
  • Compile and present data in both regular and on-demand reports and dashboards.
  • Lead the organization and execution of departmental events.
  • Deliver high-level administrative and operational support within a diverse team, including senior executives.
  • Utilize various systems to manage information effectively, including customized tracking reports.
  • Consolidate information from diverse sources to streamline processes and enhance reporting accuracy.
  • Contribute to the planning and execution of administrative programs.
  • Oversee budget coordination and monitor financial performance against established targets.
  • Mentor and guide junior administrative staff to enhance their professional capabilities.
  • Manage calendars and upcoming engagements, ensuring efficient scheduling and resource allocation for meetings.
  • Establish and maintain an organized filing system for business and operational documents.
  • Assist in crafting tailored communications, including correspondence, presentations, and policy documents.
  • Handle outgoing communications and manage inquiries through the central phone line.
  • Process invoices in compliance with established guidelines and vendor agreements.
  • Prepare and track departmental expense reports, ensuring adherence to budgetary constraints.
  • Coordinate travel arrangements, including flight and hotel bookings as necessary.
  • Collaborate with various business units and external vendors to manage office-related logistics, ensuring minimal disruption to operations.
  • Monitor inventory levels and manage supply orders to maintain adequate stock.
  • Document and manage vacation and absence schedules, ensuring alignment with business needs.
  • Coordinate training logistics for staff, including research, bookings, and confirmations.
  • Work collaboratively with stakeholders to achieve business objectives.
  • Organize work information to ensure precision and thoroughness.
  • Engage in creative problem-solving and propose innovative solutions.
  • Exercise sound judgment to identify and resolve issues within established guidelines.
  • Operate with a high degree of independence, with additional responsibilities assigned as necessary.

Qualifications:

  • A minimum of 7 years of relevant experience in an administrative or professional support capacity, demonstrating increasing levels of responsibility.
  • Possession of a post-secondary degree in a related field.
  • In-depth specialized knowledge acquired through education and/or professional experience.
  • Strong collaboration and teamwork skills.
  • Advanced analytical and problem-solving abilities.
  • Proficient influence and communication skills.

Compensation: The salary for this position is competitive and commensurate with experience and qualifications.

Company Overview: The Bank of Montreal is committed to fostering an inclusive and equitable workplace, where diverse perspectives are valued. We strive to create a positive impact in the communities we serve, and we are dedicated to supporting our employees in their professional growth and development.

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