Executive Assistant

About the Executive Assistant Role at BMO

As an Executive Assistant at BMO, you will perform a diverse range of administrative, financial, and human resources tasks, offering professional support to managers and their direct reports. This role is crucial for ensuring smooth office services, adherence to operational processes, and actively seeking out improvement opportunities to enhance the business group's efficiency.

Key Responsibilities

• Provide subject matter expertise and advice on strategic initiatives, acting as relationship management.
• Cultivate effective relationships with internal and external stakeholders.
• Analyze data and information to offer insights and recommendations for strategic problems.
• Compile and format data into regular and ad-hoc reports and dashboards.
• Lead the planning, coordination, and implementation of departmental events.
• Offer senior-level administrative and operational support within a large, diverse team, including senior executives.
• Utilize systems (e.g., customized exception reports, tracking reports) for information management.
• Integrate information from various sources to streamline processes, analysis, and reporting.
• Contribute to the planning and execution of administrative programs.
• Coordinate and monitor budgets, reporting on results versus budget.
• Coach and mentor junior administrative assistants to develop their capabilities.
• Manage calendars, dispatch meeting invitations, book rooms, and arrange necessary resources.
• Develop and maintain efficient filing systems for all business and operational documentation.
• Support the creation of tailored messaging, including writing, editing, and distributing communications.
• Dispatch outgoing communications, manage the central phone line, and resolve/escalate inquiries.
• Process invoices in accordance with documented guidelines and vendor agreements.
• Prepare and log departmental expense claims and reports, tracking expenses against budget.
• Make travel arrangements, including flight and hotel reservations.
• Liaise with internal business units and external vendors on premises and building-related matters, ensuring minimal business interruption.
• Maintain supplies inventory through proactive monitoring and ordering.
• Ensure vacation and absence scheduling is documented, adheres to guidelines, and considers critical business needs.
• Coordinate staff training requirements (research, booking, cancellations, confirmations).
• Collaborate with internal and external stakeholders to achieve business objectives.
• Organize work information to ensure accuracy and completeness.
• Think creatively and propose innovative solutions.
• Exercise judgment to diagnose and solve problems within established rules.
• Work mostly independently with broader accountabilities as assigned.

Qualifications

The ideal candidate will typically possess 7+ years of relevant experience in an administrative/professional support function, demonstrating progressive responsibility, along with a post-secondary degree in a related field of study. Specialized knowledge gained from education and/or business experience is essential.

Required Skills:

• Verbal & written communication skills - In-depth.
• Collaboration & team skills - In-depth.
• Analytical and problem-solving skills - In-depth.
• Influence skills - In-depth.

Key Skills/Competency

• Administrative Support
• Financial Administration
• Human Resources Administration
• Stakeholder Relationship Management
• Data Analysis
• Reporting & Dashboards
• Event Planning & Coordination
• Calendar Management
• Communication & Messaging
• Budget Monitoring