Executive Administrative and Project Specialist

BMO•Naperville, IL

About The Position

Performs a variety of special projects, administrative/clerical tasks, financial/budget management, and human resources administration. Provides professional support to one or more managers and their direct reports. The role provides general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group. Provides senior level administrative and operational support within a large, diverse team including one or more senior executives. Establishes administrative support best practices and ensures consistent adoption. Manages and monitors calendars and upcoming events. Sends meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Leads the planning and coordination of department events, such as townhall meetings, employee engagement activities, annual giving campaigns, and volunteer events. Manages sensitive communications, Outlook inbox, reports, invoices, and related documents for the assigned Executive and maintains confidentiality. Tracks and distributes recognition awards on behalf of the Executive, as applicable. Manages new employee onboarding and exiting employee offboarding, including equipment, physical security, and systems requirements. Maintains the unit’s asset inventory. Maintain team organizational charts. Coordinating onsite events. Managing BMO Swag procurement, distribution, and storage Building communications including but not limited to safety drills, maintenance/outages, Room/desk reservation process changes, and building sponsored events, for all key staff locations. Email distribution list management. Builds effective relationships with internal/external stakeholders, including other administrative support staff. Gathers and formats data and information into regular and ad-hoc reports, and dashboards using Word, PowerPoint, Excel and other tools. Identifies, develops, recommends and implements cost saving opportunities and seeks approval for recommendations. Develops and maintains a filing system for the team and ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available. Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements. Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget. Makes travel arrangements, booking flight/hotel reservations as needed. Coordinates building access for staff and guests. Maintains supplies inventory. Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution. Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.). Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures). Breaks down strategic problems, and analyses data and information to provide insights and recommendations. Collaborates with internal and external stakeholders in order to deliver on business objectives. Organizes work information to ensure accuracy and completeness. Exercises judgment to identify, diagnose, and solve problems within given rules. Works independently on a range of complex tasks, which may include unique situations. Broader work or accountabilities may be assigned as needed. Desire to learn about the bank, partners, and continue to grow their career.

Requirements

Three years of relevant experience.
Degree in related field of study.
Technical proficiency gained through education and/or business experience.
Verbal & written communication skills commensurate with executive level communications.
Expertise in PowerPoint and proficient skills in Excel.
Collaboration & team skills.
Analytical and problem solving skills.
Influence skills.
Data driven decision making.

Responsibilities

Performs a variety of special projects, administrative/clerical tasks, financial/budget management, and human resources administration.
Provides professional support to one or more managers and their direct reports.
Provides general office services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.
Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
Establishes administrative support best practices and ensures consistent adoption.
Manages and monitors calendars and upcoming events.
Sends meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation.
Leads the planning and coordination of department events, such as townhall meetings, employee engagement activities, annual giving campaigns, and volunteer events.
Manages sensitive communications, Outlook inbox, reports, invoices, and related documents for the assigned Executive and maintains confidentiality.
Tracks and distributes recognition awards on behalf of the Executive, as applicable.
Manages new employee onboarding and exiting employee offboarding, including equipment, physical security, and systems requirements.
Maintains the unit’s asset inventory.
Maintain team organizational charts.
Coordinating onsite events.
Managing BMO Swag procurement, distribution, and storage
Building communications including but not limited to safety drills, maintenance/outages, Room/desk reservation process changes, and building sponsored events, for all key staff locations.
Email distribution list management.
Builds effective relationships with internal/external stakeholders, including other administrative support staff.
Gathers and formats data and information into regular and ad-hoc reports, and dashboards using Word, PowerPoint, Excel and other tools.
Identifies, develops, recommends and implements cost saving opportunities and seeks approval for recommendations.
Develops and maintains a filing system for the team and ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements.
Prepares and logs departmental expense claims and reports.
Tracks expenses to ensure they stay within budget.
Makes travel arrangements, booking flight/hotel reservations as needed.
Coordinates building access for staff and guests.
Maintains supplies inventory.
Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution.
Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
Breaks down strategic problems, and analyses data and information to provide insights and recommendations.
Collaborates with internal and external stakeholders in order to deliver on business objectives.
Organizes work information to ensure accuracy and completeness.
Exercises judgment to identify, diagnose, and solve problems within given rules.
Works independently on a range of complex tasks, which may include unique situations.
Broader work or accountabilities may be assigned as needed.
Desire to learn about the bank, partners, and continue to grow their career.