Executive Assistant

Application Deadline:

10/24/2024

Address:
33 Dundas Street West

Job Family Group:

Business Management

This is a hybrid role, requiring you to come to the office at least twice a week at our beautiful offices in downtown Toronto at BMO Place.

This role will primarily support the Chief Data & Analytics Officer, Marketing Data, Analytics & Loyalty, and the Head of Brand, Sponsorship, & Social. The Executive Assistant performs a variety of administrative and clerical tasks, financial and human resources administration, monitoring execution of action items and co-ordinating multi-attendee workshops and offsites. 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.

Key Accountabilities:

Executive Support:

• Manages and monitors calendars and upcoming events. Prioritize requests for meetings accordingly and ensure prompt responses to all requests. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.
• Work with Executive’s direct reports to understand quarterly and annual team priorities and partner to ensure effective lead time in Executive’s calendar for design and communication activities.
• Supports the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Ability to deal with highly sensitive, confidential information and situations in a discreet and professional manner.
• Prepare and maintain Executive expense and travel claims, including claim preparation, credit card payments, reconciliation of financial transactions with expense account, analysis and verification of out-of-pocket claims, travel claims and invoices prior to forwarding for approval.

Office Management:

• Maintain SharePoint team site administration and organization so team documents/reports are readily available and stored in accordance with BMO’s record retention policies.
• Support team’s Winning Culture initiatives, including engagement and recognition initiatives, BMO Grand Ovations quarterly awards.
• Process invoices for payment in adherence with documented processes and guidelines and vendor agreements.
• 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, while ensuring minimal interruptions to business operations.
• Leads the planning, coordinating and implementation of department events.
• Manage and maintain team distribution lists.
• Supports onboarding/offboarding of staff; manages new hire resource request approval process.

Planning & Management:

• Collaborates with internal and external stakeholders to support the team in delivering on business objectives.
• Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.
• Provides input into the planning and implementation of administrative programs.
• Builds change management plans of varying scope and type; leads or participates in a variety of change management activities including readiness assessments, planning, stakeholder management, execution, evaluation, and sustainment of initiatives.
• Gathers and formats data into regular and ad-hoc reports, and dashboards.
• Organizes work information to ensure accuracy and completeness.
• Demonstrate ability to proactively think through potential outcomes of projects/initiatives and implications for Executive’s calendar and team priorities.
• Apply project management techniques to ensure appropriate “work back time” in Executive’s calendar to design, develop and prepare for key design sessions, presentations and meetings.
• Display sensitivity to tight deadlines as well as to multiple and changing priorities. Ability to act independently within specific parameters/guidelines and recognize matters requiring a sense of urgency.
• Broader work or accountabilities may be assigned as needed.

Cross Functional Relationships:

• Executive Assistants: Marketing; People, Culture & Brand; Bank Group Heads
• Internal Partners
• External partners

Knowledge & Skills:

• Typically, 5-10 years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study. Previous Financial or Consulting services experience a bonus.
• Specialized knowledge from education and/or business experience.
• Proficient in PowerPoint, Word, Excel and SharePoint
• Written communication skills – In-depth.
• Collaboration & team skills – In-depth.
• Analytical and problem-solving skills – In-depth.

Skills:

• Understanding of the business environment in which stakeholders operate
• Strong interpersonal skills working directly with senior internal and external stakeholders
• Proactive, self-starter who actively provides solutions when faced with opportunities
• Be a results oriented, team player who is dedicated to contributing to the team’s success
• Exceptional relationship management skills
• Exceptional organization, time management and ability to manage multiple priorities at a given time
• Energetic and highly motivated with a positive, collaborative and confident attitude
• Exercise discretion when dealing with confidential and sensitive matters
• Strong communication expertise
• Ability to work in fast paced/high volume environment
• Able to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests

Salary :

$44,500.00 – $82,500.00

Pay Type:

Salaried

The above represents BMO Financial Group’s pay range and type.

Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.

BMO Financial Group’s total compensation package will vary based on the pay type of the position and may include performance-based incentives, discretionary bonuses, as well as other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards

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 create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO team you are valued, respected and heard, and you have more ways to grow and make an impact. We strive to help you make an impact from day one – for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs. From in-depth training and coaching, to manager support and network-building opportunities, we’ll help you gain valuable experience, and broaden your skillset.

To find out more visit us at https://jobs.bmo.com/ca/en .

BMO is committed to an inclusive, equitable and accessible workplace. By learning from each other’s differences, we gain strength through our people and our perspectives. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.