Administrative Team Lead

BMO • Los Angeles, CA

4d • $65,000 - $140,000

About The Position

The Administrative Team Lead provides administrative, clerical, financial, and human resources support to managers and their teams, including senior executives. The role ensures office services and administrative and operational processes follow applicable standards, identifies and implements improvements, and contributes to the effective and efficient operation of the business group. The position may manage and supervise an administrative team and is expected to foster BMO’s purpose, values, diversity and inclusion, collaboration, accountability, and talent development.

The role establishes administrative support and reception best practices; provides expertise and relationship management for assigned strategic initiatives; analyzes information and prepares reports and dashboards; plans department events; and leads or participates in change management. It also manages executive communications and calendars, resolves escalated issues, maintains records, supports messaging, processes invoices and expense claims, makes travel arrangements, coordinates office and building matters, manages supplies and staff absence scheduling, and coordinates training. Work is primarily focused on the business group, though it may have broader enterprise-wide scope. The position requires independent judgment on complex work and risk-informed decisions consistent with BMO’s 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.
• Ability to manage and lead a team of Administrative Assistants.
• Technical proficiency gained through education and/or business experience.
• In-depth verbal and written communication skills.
• In-depth collaboration and teamwork skills.
• In-depth analytical and problem-solving skills.
• In-depth influence skills.
• In-depth data-driven decision-making skills.

Responsibilities

• Provide senior-level administrative and operational support to a large, diverse team, including one or more senior executives.
• Manage and supervise the day-to-day functions of an administrative team, as applicable.
• Lead and support administrative staff, including coaching, performance management, recognition, and career development.
• Establish administrative support and reception best practices and ensure consistent adoption.
• Identify, recommend, and implement cost-saving opportunities, seeking approval where required.
• Provide subject matter expertise and relationship management for assigned strategic initiatives.
• Build effective relationships with internal and external stakeholders and collaborate to deliver business objectives.
• 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 and support meeting facilitation.
• Develop change management plans and lead or participate in readiness assessments, planning, stakeholder management, execution, evaluation, and sustainment.
• Manage sensitive executive communications, Outlook inboxes, 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 the execution of administrative programs, adapting as needed to ensure quality.
• Manage calendars and upcoming events; send invitations, book meeting rooms, and arrange required resources.
• Develop and maintain filing systems and ensure business and operational documentation is readily available.
• Support tailored messaging by writing, editing, and distributing communications, including correspondence, presentations, and policies and procedures.
• Dispatch outgoing communications and answer the central phone line, responding to, resolving, or escalating inquiries.
• Process invoices in accordance with documented processes, guidelines, and vendor agreements.
• Prepare and log departmental expense claims and reports, and track expenses against budgets.
• Make travel arrangements, including flight and hotel reservations as needed.
• 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.
• Maintain supplies inventory, place and expedite orders, and verify receipt of supplies.
• Document and coordinate vacation and absence schedules, account for business needs, and identify scheduling conflicts.
• Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
• Organize work information to ensure accuracy and completeness.
• Apply the Risk Management Framework and make sound, risk-informed decisions in accordance with BMO’s risk appetite, policies, standards, laws, and regulations.

Benefits

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

What This Job Offers

• Job Type: Full-time
• Career Level: Manager