Executive Assistant

BMO • New York, NY

5d • $55,000 - $110,000

About The Position

The Executive Assistant provides senior-level administrative, clerical, financial, human resources, and operational support to one or more managers and their direct reports, including senior executives in a large, diverse team. The role helps ensure administrative and operational processes and control standards are followed, supports efficient business-group operations, and contributes to the development and implementation of process improvements. It also provides subject-matter expertise and advice for assigned strategic initiatives and supports relationship management for those initiatives.

The position coordinates calendars, meetings, travel, department events, communications, records, expenses, invoices, budgets, supplies, training, and absence scheduling. It liaises with internal business units and external vendors on premises and building matters, and collaborates with stakeholders to deliver business objectives. The role works mostly independently, exercises judgment to address problems within established rules, and may coach and mentor more junior administrative assistants. The employee is expected to apply BMO’s Risk Management Framework, make sound risk-informed decisions, protect assets, and comply with applicable policies, laws, and regulations.

Requirements

• Typically 7 or more years of relevant experience in an administrative or professional support function, demonstrating progressive responsibility.
• Post-secondary degree in a related field of study.
• Specialized knowledge 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.

Responsibilities

• Provide senior-level administrative and operational support to one or more managers and their direct reports, including senior executives.
• Provide subject-matter expertise and advice for assigned strategic initiatives and manage relationships related to those initiatives.
• Build effective relationships and collaborate with internal and external stakeholders.
• Analyze strategic problems and data, and provide insights and recommendations.
• Gather and format data for regular and ad hoc reports and dashboards; use systems such as exception and tracking reports to manage information.
• Integrate information from multiple sources to improve processes, analysis, and reporting.
• Plan, coordinate, and implement department events and support their coordination and implementation.
• Provide input into planning and implementing administrative programs.
• Coordinate and monitor budgets, report results against budget, and track expenses to ensure they remain within budget.
• Coach and mentor junior administrative assistants.
• Manage calendars and upcoming events; send meeting invitations, book rooms, and arrange resources and other meeting requirements.
• Develop and maintain filing systems and ensure business and operational documents are readily available.
• Support tailored messaging, including writing, editing, and distributing correspondence, presentations, policies, and procedures.
• Dispatch outgoing communications; answer the central phone line and respond to, resolve, or escalate inquiries.
• Process invoices for payment according to documented processes, guidelines, and vendor agreements.
• Prepare and log departmental expense claims and reports.
• Arrange travel, including flight and hotel reservations.
• Liaise with internal business units and external vendors on premises and building matters, including staff and contractor arrivals and departures, relocations, office planning, and furniture requirements, while minimizing business interruptions.
• Maintain supplies inventory, anticipate needs, order and expedite supplies, and verify receipt.
• Document and manage vacation and absence schedules consistently, account for critical business needs, and identify scheduling conflicts for resolution.
• Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
• Organize work information to ensure accuracy and completeness.
• Think creatively, propose new solutions, and use judgment to identify, diagnose, and solve problems within established rules.
• Apply the Risk Management Framework and make risk-informed decisions consistent with business strategy, approved risk appetite, policies, laws, and regulations.

Benefits

• Health insurance
• Tuition reimbursement
• Accident and life insurance
• Retirement savings plans
• Performance-based incentives and discretionary bonuses may be included in the total compensation package.

What This Job Offers

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