Assistant(e) administratif(ive), été 2026 (co-op/stage), ville de Québec - 4 mois

BMO

About The Position

En tant qu'étudiant coopératif ou stagiaire à la BMO, vous aurez l'occasion de vous faire entendre, de continuer à faire avancer votre carrière et de faire une différence. Vous participerez à notre programme campus afin d'acquérir les compétences et les connaissances nécessaires pour occuper des postes semblables à ceux décrits ci-dessous. Notre expérience étudiante est conçue pour vous intégrer à l'équipe de BMO dès le premier jour, en ajoutant de la valeur à votre travail. Vous aurez l'occasion de participer à des programmes tels que le Programme d'expérience des stagiaires et nouveaux diplômés, l'affectation de BMO à des pairs, la plateforme d'apprentissage BMO U et l'accès à divers groupes de ressources pour les employés afin de développer davantage votre réseau au sein de BMO. Remarque : Seuls les étudiants actuellement inscrits à un programme d'études et qui reprennent leurs études seront pris en considération pour les possibilités de stage ou d'alternance travail-études. Les étudiants qui ont récemment obtenu leur diplôme sont invités à poser leur candidature pour les postes de nouveaux diplômés qui sont disponibles à l'adresse Nouveau diplômé. Provides a variety of general office support services and clerical tasks to support to one or more business groups and facilitate group operations. Collaborates with internal and external stakeholders to facilitate delivery of business objectives in accordance with applicable policies, processes, and controls. Troubleshoots and resolves routine problems according to policies, standard procedures, schedules, and deadlines and maintains audit trails, or escalates non-routine problems. Supports change management of varying scope and type; tasks typically focused on execution and sustainment activities. Coordinates and schedules work, forecasts resource requirements, monitors work quality, trains staff, and researches and resolves problems. Provides verbal feedback to team members and input to performance appraisals. Assigns tasks within guidelines provided by the manager. Monitors working behaviour and adherence to guidelines. Takes immediate action to address serious infractions of policies or regulations. Compiles, copies, sorts, and files records of office activities and business transactions. Administers a filing system to ensure the availability of business and operational reports, forms, and other documentation. Creates, maintains, and enters information into databases. Prepares funding approval requests for department projects. Tracks, verifies, and processes department budget and capital expenditure invoices. Resolves or escalates invoice discrepancies in accordance with accounts payable policies, procedures, and vendor agreements. Assists with the coordination and processing of work orders for equipment warranties, maintenance, and repairs (e.g. documents, tracks, and communicates maintenance requests to appropriate areas for execution). Maintains office supplies inventory, checks inventory of supply stocks, places and facilitates the execution of office supply orders, and verifies receipt. Schedules meetings and coordinates applicable audio-visual equipment, catering, room setup, and conference calls. Books travel arrangements and prepares itineraries for management. Answers central phone lines, responds to and resolves or escalates inquiries for resolution Supports the development of tailored messaging by writing, editing, and distributing communications materials (e.g. correspondence, agendas, presentations, proposals, reports, bulk emails, and policies and procedures) and dispatching outgoing communication. Processes modifications and updates to departmental procedures for manager’s approval, ensuring new information and procedures are provided to the team. Verifies staff timesheets and collects and tracks staff attendance data (e.g. overtime, sick, and vacation time) in accordance with applicable guidelines to ensure consistency and determine staff availability. Liaises with internal business units and external vendors to coordinate and implement changes to premises to accommodate incoming and outgoing staff and contractors (e.g. relocations, office planning and new furniture requirements) with minimal interruptions to business operations. Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees. Analyzes issues and determines next steps. Broader work or accountabilities may be assigned as needed.

Requirements

Typically between 2 - 3 years of relevant experience and/or certification in related field of study desirable or an equivalent combination of education and experience.
Strong knowledge and understanding of the business unit’s key products and services, processes, and controls.
Good understanding of the business unit’s risk and regulatory requirements.
Good knowledge of office equipment used by the business unit, such as photocopiers and printers.
Solid knowledge and understanding of routine procedures and/or processes of the work team.
Strong experience with transactional documentation types, workflow priorities, and deadlines of processing areas that interact with the business unit.
Specialized knowledge.
Verbal & written communication skills - Good.
Organization skills - Good.
Collaboration & team skills - Good.
Analytical and problem solving skills - Good.

Nice To Haves

Certificate in Office Administration is desirable.

Responsibilities

Provides a variety of general office support services and clerical tasks to support to one or more business groups and facilitate group operations.
Collaborates with internal and external stakeholders to facilitate delivery of business objectives in accordance with applicable policies, processes, and controls.
Troubleshoots and resolves routine problems according to policies, standard procedures, schedules, and deadlines and maintains audit trails, or escalates non-routine problems.
Supports change management of varying scope and type; tasks typically focused on execution and sustainment activities.
Coordinates and schedules work, forecasts resource requirements, monitors work quality, trains staff, and researches and resolves problems.
Provides verbal feedback to team members and input to performance appraisals.
Assigns tasks within guidelines provided by the manager.
Monitors working behaviour and adherence to guidelines.
Takes immediate action to address serious infractions of policies or regulations.
Compiles, copies, sorts, and files records of office activities and business transactions.
Administers a filing system to ensure the availability of business and operational reports, forms, and other documentation.
Creates, maintains, and enters information into databases.
Prepares funding approval requests for department projects.
Tracks, verifies, and processes department budget and capital expenditure invoices.
Resolves or escalates invoice discrepancies in accordance with accounts payable policies, procedures, and vendor agreements.
Assists with the coordination and processing of work orders for equipment warranties, maintenance, and repairs (e.g. documents, tracks, and communicates maintenance requests to appropriate areas for execution).
Maintains office supplies inventory, checks inventory of supply stocks, places and facilitates the execution of office supply orders, and verifies receipt.
Schedules meetings and coordinates applicable audio-visual equipment, catering, room setup, and conference calls.
Books travel arrangements and prepares itineraries for management.
Answers central phone lines, responds to and resolves or escalates inquiries for resolution
Supports the development of tailored messaging by writing, editing, and distributing communications materials (e.g. correspondence, agendas, presentations, proposals, reports, bulk emails, and policies and procedures) and dispatching outgoing communication.
Processes modifications and updates to departmental procedures for manager’s approval, ensuring new information and procedures are provided to the team.
Verifies staff timesheets and collects and tracks staff attendance data (e.g. overtime, sick, and vacation time) in accordance with applicable guidelines to ensure consistency and determine staff availability.
Liaises with internal business units and external vendors to coordinate and implement changes to premises to accommodate incoming and outgoing staff and contractors (e.g. relocations, office planning and new furniture requirements) with minimal interruptions to business operations.
Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
Analyzes issues and determines next steps.