Executive Assistant to the U.S. Chief Marketing Officer

Bank of Montreal•Chicago, IL

1d•Onsite

About The Position

This role provides high-level administrative and operational support to BMO’s U.S. Chief Marketing Officer. The ideal candidate is proactive, thoughtful, and detail-oriented, excelling at anticipating needs, navigating complexity, managing competing priorities, and ensuring seamless day-to-day execution. The position also serves as a go-to expert for the Chicago-based marketing and communications team, managing logistics for various team-wide events. The role requires a highly organized, savvy individual with sound judgment and a polished, professional presence, who is eager to be part of a world-class marketing and communications organization.

Requirements

Typically 5+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility.
Post-secondary degree in related field of study.
Specialized knowledge from education and/or business experience.
In-depth verbal & written communication skills.
In-depth collaboration & team skills.
In-depth analytical and problem solving skills.
In-depth influence skills.

Nice To Haves

Finds marketing fascinating.
Thrives in a fast-paced environment that changes a lot.
Has a great sense of humor.
Excels at building relationships with others.

Responsibilities

Managing complex calendars.
Coordinating meetings and events.
Organizing meeting logistics.
Ensuring all necessary materials and resources are prepared in advance.
Serving as go-to expert for members of the Chicago-based marketing and communications team in managing logistics for town hall meetings, strategy sessions and workshops, and similar team-wide events.
Arranging travel, including flight and hotel bookings, while adapting to changing schedules and priorities with efficiency and discretion.
Breaking down strategic problems, and analysing data and information to provide insights and recommendations.
Gathering and formatting data into regular and ad-hoc reports, and dashboards.
Leading the planning, coordinating and implementing department events.
Providing senior level administrative and operational support within a large, diverse team including one or more senior executives.
Employing systems (e.g. customized exception reports, tracking reports etc.) to manage information.
Integrating information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
Providing input into the planning and implementation of administrative programs.
Developing and maintaining a filing system; ensuring business and operational reports, forms, and other documentation, paper or electronic, are readily available.
Supporting the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
Dispatching outgoing communications on behalf of the chief marketing officer.
Processing invoices for payment in adherence with documented processes and guidelines and vendor agreements.
Preparing and logging departmental expense claims and reports.
Tracking expenses to ensure they stay within budget.
Liaising with internal business units and external vendors and participating in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
Maintaining supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Ensuring all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifying scheduling conflicts for resolution.
Coordinating training requirements for staff (research, booking, cancellations, confirmations, etc.).
Collaborating with internal and external stakeholders in order to deliver on business objectives.
Organizing work information to ensure accuracy and completeness.
Thinking creatively and proposing new solutions; exercising judgment to identify, diagnose, and solve problems within given rules.
Working mostly independently.
Broader work or accountabilities may be assigned as needed.