Administrative Assistant

BMO • Minneapolis, MN

6d • $43,000 - $75,000

About The Position

Performs administrative and clerical tasks, financial and human resources administration, and professional support for one or more managers and their direct reports. Provides general office services and ensures administrative and operational processes and control standards are followed, while identifying and helping implement improvements that support the effective and efficient operation of the business group.

Provides specialized support to an executive and senior managers in a large, diverse department or business group. Supports strategic initiatives by tracking metrics and milestones, analyzing information and offering recommendations, coordinating budgets and reporting results, and planning and implementing department events. Builds relationships with internal and external stakeholders and may coach and mentor junior administrative assistants.

Manages calendars and events; schedules meetings, books rooms, and arranges resources. Maintains filing systems and accessible documentation, supports and distributes written communications, answers and escalates inquiries, processes invoices and expense claims, tracks expenses against budgets, and arranges travel. Also coordinates premises and office matters, supply inventory, employee vacation and absence schedules, and staff training requirements. Additional responsibilities may be assigned as needed. The role requires risk-informed decisions consistent with BMO’s risk framework, policies, laws, and regulations.

Requirements

• Typically 3–5 years of experience in an administrative or professional support function.
• Experience managing travel and related expenses.
• Experience managing calendars.
• Ability to manage an office.
• Experience organizing events and meetings.
• Ability to support senior leaders.
• Ability to onboard new hires.
• Proficiency with the MS Office Suite.
• Good verbal and written communication skills.
• Good organizational skills.
• Good collaboration and teamwork skills.
• Good analytical and problem-solving skills.
• Post-secondary degree in a related field of study is desirable.

Nice To Haves

• Post-secondary degree in a related field of study.

Responsibilities

• Support strategic initiatives by tracking metrics and milestones.
• Build effective relationships with internal and external stakeholders and collaborate to deliver business objectives.
• Analyze data and information, provide insights and recommendations, assess issues, and determine next steps.
• Plan, coordinate, and implement department events and support meetings.
• Provide specialized professional support to an executive and senior managers.
• Coordinate budgets and report results against budget.
• Coach and mentor more junior administrative assistants.
• Manage calendars and upcoming events; send meeting invitations, book rooms, and arrange resources and other meeting requirements.
• Develop and maintain filing systems and ensure business and operational reports, forms, and documentation are readily available.
• Support the development of messaging by writing, editing, and distributing communications, including correspondence, presentations, and policies and procedures.
• Dispatch outgoing communications; answer the central phone line and respond to, resolve, or escalate inquiries.
• Process invoices for payment according to documented processes, guidelines, and vendor agreements.
• Prepare and log departmental expense claims and reports, and track expenses against budget.
• Arrange travel, including flight and hotel reservations.
• Coordinate premises and building matters with internal business units and external vendors, including staff and contractor arrivals and departures, relocations, office planning, and furniture requirements, while minimizing business interruptions.
• Monitor supplies inventory, anticipate needs, place and expedite orders, and verify receipts.
• Document and coordinate vacation and absence schedules in accordance with business needs and guidelines, and identify scheduling conflicts for resolution.
• Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
• Organize work information to ensure accuracy and completeness.
• Complete complex and diverse tasks within established rules and limits, including handling escalations from other employees as needed.
• Apply the Risk Management Framework and make sound, risk-informed decisions consistent with business strategy, approved risk appetite, policies, laws, and regulations.

Benefits

• Health insurance
• Tuition reimbursement
• Accident and life insurance
• Retirement savings plans
• May include performance-based incentives, discretionary bonuses, and other perks and rewards

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed