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Business Operations Coordinator, Financial Services

2 months ago

Montreal, Quebec, Canada BMO Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant to join our team at BMO. The successful candidate will provide administrative support to senior executives and contribute to the effective operation of our business group.

Key Responsibilities
  • Provide subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.
  • Build effective relationships with internal/external stakeholders.
  • Break down strategic problems, and analyze data and information to provide insights and recommendations.
  • Gather and format data into regular and ad-hoc reports, and dashboards.
  • Lead the planning, coordinating and implementing department events.
  • Provide senior level administrative and operational support within a large, diverse team including one or more senior executives.
  • Employ systems (e.g. customized exception reports, tracking reports etc.) to manage information.
  • Integrate information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
  • Provide input into the planning and implementation of administrative programs.
  • Coordinate and monitor budgets and reporting on results vs. budget.
  • Provide coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
  • Manage and monitor calendars and upcoming events. Dispatch 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.
  • Develop and maintain a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
  • Support the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
  • Dispatch 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 minimal 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.
  • Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution.
  • Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
  • Collaborates with internal and external stakeholders in order to deliver on business objectives.
  • 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.
  • Broad work or accountabilities may be assigned as needed.
Qualifications
  • Typically 7+ years of relevant experience in an administrative/ professional 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.
Language

Fluency in English and French is required to support business operations outside the province of Quebec.