Administrative Team Lead

BMO•Chicago, IL

4d•$55,000 - $120,000

About The Position

The Administrative Team Lead performs administrative and clerical tasks, financial and human resources administration, and professional support for one or more managers and their direct reports. The role provides office services and ensures administrative and operational processes and control standards are followed, while identifying and implementing improvement opportunities that contribute to the effective and efficient operation of the business group. The position fosters BMO’s purpose, values, strategy, diversity and inclusion, and accountability. It builds and develops collaborative teams, supports employee performance and career development, and establishes consistent administrative support and reception practices. The role provides subject-matter expertise for assigned strategic initiatives, builds stakeholder relationships, analyzes information, prepares reports and dashboards, and leads department event planning and change-management activities. The role provides senior-level administrative and operational support to a large, diverse team, including one or more senior executives, and may supervise an administrative team. Duties include managing sensitive communications and calendars, arranging meetings and travel, processing invoices and expense claims, maintaining records and supplies, coordinating training and staff absence schedules, and assisting with premises and building matters. The role exercises judgment to resolve problems, works independently on complex tasks, and follows BMO’s risk-management framework, policies, and applicable laws and regulations.

Requirements

Typically 8 or more years of relevant experience.
At least 2 years of experience managing other administrative staff, as applicable.
Post-secondary degree in a related field of study.
Technical proficiency gained through education and/or business experience.
In-depth verbal and written communication skills.
In-depth collaboration and team skills.
In-depth analytical and problem-solving skills.
In-depth influence skills.
In-depth data-driven decision-making skills.

Responsibilities

Foster a culture aligned with BMO’s purpose, values, strategy, diversity, and inclusion, and model expected behaviours.
Set goals and expected outcomes, establish accountability, and connect work to BMO’s purpose.
Build collaborative teams, attract and retain talent, support career development, coach employees, recognize performance, and manage poor performance.
Establish administrative support and reception best practices and ensure consistent adoption.
Identify, develop, recommend, and implement cost-saving opportunities, seeking approval where required.
Provide subject-matter expertise and advice for assigned strategic initiatives and manage relationships related to those initiatives.
Build relationships with internal and external stakeholders.
Analyze strategic problems, data, and information to provide insights and recommendations.
Gather and format data for regular and ad hoc reports and dashboards.
Plan, coordinate, and implement department events.
Develop change-management plans and lead or participate in readiness assessments, planning, stakeholder management, execution, evaluation, and sustainment.
Provide senior-level administrative and operational support to a large, diverse team, including one or more senior executives; may supervise the day-to-day functions of an administrative team.
Manage sensitive communications, an executive’s Outlook inbox, reports, invoices, and related documents while maintaining confidentiality.
Track and distribute recognition awards on behalf of the executive, as applicable.
Resolve escalated issues and lead administrative programs, assessing and adapting execution to ensure quality.
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 correspondence, presentations, policies, and procedures.
Dispatch outgoing communications; answer the central phone line and respond to, resolve, or escalate inquiries.
Process invoices 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 as needed.
Coordinate with internal business units and external vendors on premises and building matters, 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 manage vacation and absence schedules consistently, account for critical business needs, and identify scheduling conflicts for resolution.
Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
Organize work information to ensure accuracy and completeness.
Exercise judgment to identify, diagnose, and solve problems within established rules; work independently on complex tasks.
Apply BMO’s Risk Management Framework and Risk Culture, make sound risk-informed decisions within approved Risk Appetite, protect assets, and comply with applicable policies, laws, and regulations.
Perform broader work or accountabilities as assigned.