Administrative Assistant

BMO • Chicago, IL

3d • $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, follows administrative and operational processes and control standards, and identifies and participates in implementing improvements that support effective and efficient business group operations.

Supports strategic initiatives by tracking metrics and milestones; builds relationships with internal and external stakeholders; analyzes information and provides insights and recommendations; and plans, coordinates, and implements department events. Provides specialized support to an executive and senior managers in a large, diverse department or business group, including coordinating budgets and reporting results against budget. Coaches and mentors more junior administrative assistants.

Manages calendars, meetings, and events; maintains filing systems and makes documentation readily available; and supports the preparation and distribution of communications. Answers the central phone line and resolves or escalates inquiries. Processes invoices and expense claims, tracks expenses, and arranges travel. Coordinates premises and building matters with internal business units and external vendors, maintains office supplies, documents vacation and absence schedules, and coordinates staff training requirements.

Works within established rules and limits to complete complex and diverse tasks, handle escalations, analyze issues, and determine next steps. Applies BMO’s Risk Management Framework and Risk Culture, making sound, risk-informed decisions consistent with business strategy, approved Risk Appetite, applicable policies, laws, and regulations.

Requirements

• Typically 3–5 years of experience in an administrative or professional support function.
• Good verbal and written communication skills.
• Good organizational skills.
• Good collaboration and teamwork skills.
• Good analytical and problem-solving skills.
• Specialized knowledge.

Nice To Haves

• A post-secondary degree in a related field of study is desirable.

Responsibilities

• Support strategic initiatives, including tracking metrics and milestones.
• Build relationships and collaborate with internal and external stakeholders to deliver business objectives.
• Analyze data and information to provide insights and recommendations.
• Plan, coordinate, and implement department events.
• Provide specialized professional support to an executive and senior managers in a large and diverse department or business group.
• Coordinate and monitor budgets and report results against budget.
• Coach and mentor junior administrative assistants.
• Manage calendars and upcoming events; send meeting invitations, book rooms, and arrange resources and requirements for meetings.
• Develop and maintain filing systems and ensure business and operational documentation is readily available.
• Support tailored messaging, including writing, editing, and distributing communications, correspondence, presentations, and policies and procedures.
• Dispatch outgoing communications and answer the central phone line, resolving or escalating inquiries.
• Process invoices for payment in accordance with 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 needs.
• Maintain office supplies inventory, place and expedite orders, and verify receipt of supplies.
• Document and coordinate vacation and absence schedules, account for business needs and guidelines, and identify scheduling conflicts.
• 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.
• Analyze issues and determine next steps.
• Apply the Risk Management Framework and make risk-informed decisions consistent with business strategy, approved Risk Appetite, policies, laws, and regulations.
• Undertake broader work or accountabilities as assigned.

Benefits

• Health insurance
• Tuition reimbursement
• Accident and life insurance
• Retirement savings plans
• Performance-based incentives and discretionary bonuses may be included in the total compensation package.

What This Job Offers

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