Executive Assistant, Audit

About the Executive Assistant, Audit Role at BMO

As an Executive Assistant, Audit at BMO, you will be a vital part of the EA team, directly supporting the BMO Chief Auditor and other executives within the enterprise Audit team. This hybrid role involves being in the office 3 days a week at FCP, utilizing technology to enhance administrative practices and automate workflows. You will perform a diverse range of administrative and clerical tasks, manage financial and human resources administration, and provide professional support to managers and their direct reports.

Your responsibilities include ensuring all administrative and operational processes and control standards are diligently followed, while actively identifying and implementing opportunities for improvement to contribute to the efficient operation of the business group.

Key Responsibilities

• Establish administrative support and reception best practices, ensuring consistent adoption across the team.
• Identify, develop, recommend, and implement cost-saving opportunities, securing necessary approvals.
• Provide subject matter expertise and advice on assigned strategic initiatives, acting as a relationship manager.
• Build and maintain effective relationships with internal and external stakeholders.
• Analyze strategic problems, gather data, and provide insights and recommendations through regular and ad-hoc reports and dashboards.
• Lead the planning, coordination, and implementation of department events.
• Develop and participate in change management activities, including readiness assessments, planning, stakeholder management, execution, evaluation, and sustainment.
• Offer senior-level administrative and operational support within a large, diverse team, including support for senior executives.
• Potentially manage and supervise the day-to-day functions of an administrative team.
• Handle sensitive communications, manage Outlook inboxes, reports, invoices, and related documents with strict confidentiality for assigned executives.
• Track and distribute recognition awards as applicable.
• Resolve escalated issues efficiently and effectively.
• Lead the execution of administrative programs, assessing and adapting them to ensure quality.
• Manage and monitor calendars, dispatch meeting invitations, book rooms, and arrange necessary resources for smooth meeting facilitation.
• Develop and maintain comprehensive filing systems for both paper and electronic documentation.
• Support the development of tailored messaging, including writing, editing, and distributing various communications.
• Dispatch outgoing communications, answer central phone lines, and resolve/escalate inquiries.
• Process invoices for payment, prepare and log departmental expense claims, and track expenses against budget.
• Make travel arrangements, including flight and hotel reservations.
• Liaise with internal business units and external vendors for premises and building-related matters, ensuring minimal business interruption.
• Maintain supplies inventory through checking stock, anticipating needs, placing orders, and verifying receipts.
• Ensure vacation and absence scheduling is documented, considers business needs, and is managed consistently.
• Coordinate staff training requirements, including research, booking, and confirmations.
• Collaborate with internal and external stakeholders to achieve business objectives.
• Organize work information to ensure accuracy and completeness.

Qualifications

• Typically 8+ years of relevant experience, with a minimum of 2 years managing administrative staff (if applicable).
• Post-secondary degree in a related field of study.
• In-depth technical proficiency gained through education and/or business experience.
• Strong verbal & written communication skills.
• Excellent collaboration & team skills.
• Proven analytical and problem-solving abilities.
• Strong influence skills.
• Proficiency in data-driven decision making.

Key skills/competency

• Administrative Support
• Executive Support
• Office Management
• Calendar Management
• Communication Skills
• Event Planning
• Problem Solving
• Stakeholder Management
• Confidentiality
• Process Improvement