Executive Assistant to the U.S. Chief Marketing Officer

BMO•Chicago, IL

5d•$45,000 - $83,000•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 for 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. The role involves breaking down strategic problems, analyzing data for insights and recommendations, gathering and formatting data for reports and dashboards, and leading the planning and implementation of department events. It also includes providing senior-level administrative and operational support, employing systems to manage information, integrating information from multiple sources, and supporting the development of administrative programs. Additionally, the role involves maintaining a filing system, supporting the development of tailored messaging, dispatching communications on behalf of the CMO, processing invoices, preparing and logging expense claims, tracking expenses against budget, liaising with internal and external stakeholders on premises-related matters, maintaining supplies inventory, ensuring vacation and absence scheduling is documented and managed consistently, and coordinating training requirements for staff. The position requires collaboration with internal and external stakeholders to deliver on business objectives, organizing work information for accuracy and completeness, creative problem-solving, and working mostly independently with the potential for broader assigned accountabilities.

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

Find marketing fascinating.
Thrive in a fast-paced environment that changes a lot.
Have a great sense of humor.
Excel at building relationships with others.

Responsibilities

Manage complex calendars.
Coordinate meetings and events.
Organize meeting logistics.
Ensure all necessary materials and resources are prepared in advance.
Serve 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.
Arrange travel, including flight and hotel bookings, while adapting to changing schedules and priorities with efficiency and discretion.
Break down strategic problems, and analyse data and information to provide insights and recommendations.
Gather and format data into regular and ad-hoc reports, and dashboards.
Lead the planning, coordinating and implementing department events.
Provide senior level administrative and operational support within a large, diverse team including one or more senior executives.
Employ systems (e.g. customized exception reports, tracking reports etc.) to manage information.
Integrate information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
Provide input into the planning and implementation of administrative programs.
Develop and maintain a filing system; ensure business and operational reports, forms, and other documentation, paper or electronic, are readily available.
Support the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
Dispatch outgoing communications on behalf of the chief marketing officer.
Process invoices for payment in adherence with documented processes and guidelines and vendor agreements.
Prepare and log departmental expense claims and reports.
Track expenses to ensure they stay within budget.
Liaise with internal business units and external vendors and participate 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.
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Ensure all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identify scheduling conflicts for resolution.
Coordinate training requirements for staff (research, booking, cancellations, confirmations, etc.).
Collaborate with internal and external stakeholders in order to deliver on business objectives.
Organize work information to ensure accuracy and completeness.
Think creatively and propose new solutions; exercise judgment to identify, diagnose, and solve problems within given rules.
Work mostly independently. Broader work or accountabilities may be assigned as needed.