Executive Assistant (Technology, Operations and Corporate Areas - Legal & Regulatory Compliance)

BMO•Toronto, ON

17d•CA$45,500 - CA$84,500•Onsite

About The Position

The Executive Assistant provides senior-level executive and operational support to the Chief Legal Officer, Technology, Operations and Corporate Areas and leadership across the Legal function within a highly regulated environment. This role serves as a trusted advisor and key enabler of strategic initiatives, requiring strong judgment, discretion, and the ability to operate independently while managing complex priorities. The position combines advanced administrative expertise with analytical, relationship-management, and problem-solving capabilities. The role supports strategic planning, executive communications, budget oversight, and operational coordination, while also acting as a central point of contact for internal and external stakeholders. The Executive Assistant contributes to process improvements and ensures consistent execution of administrative standards. Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general offices 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 subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives. Builds effective relationships with internal/external stakeholders. Breaks down strategic problems, and analyses data and information to provide insights and recommendations. Gathers and formats data into regular and ad-hoc reports, and dashboards. Leads the planning, coordinating and implementing department events. Provides senior level administrative and operational support within a large, diverse team including one or more senior executives. Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information. Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting. Provides input into the planning and implementation of administrative programs. Coordinates and monitors budgets and reporting on results vs. budget. Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities. Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events. Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available. Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures). Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries. 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. Liaises with internal business units and external vendors and participates 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. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. 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.). Collaborates with internal and external stakeholders in order to deliver on business objectives. Organizes work information to ensure accuracy and completeness. Focus may be on a business/group. Thinks creatively and proposes new solutions. Exercises judgment to identify, diagnose, and solve problems within given rules. Works mostly independently. Take measured risks while protecting the bank by applying our Risk Management Framework in the execution of your role, in line with our Risk Culture and within our approved Risk Appetite, making sound and risk informed decisions that align to business strategy, protect assets, and adhere to applicable policy documents (Frameworks, Policies, Standards, Procedures and Supporting documents), laws and regulations. Broader work or accountabilities may be assigned as needed.

Requirements

Typically 7+ 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.

Responsibilities

Provides senior-level executive and operational support to the Chief Legal Officer, Technology, Operations and Corporate Areas and leadership across the Legal function.
Serves as a trusted advisor and key enabler of strategic initiatives.
Supports strategic planning, executive communications, budget oversight, and operational coordination.
Acts as a central point of contact for internal and external stakeholders.
Contributes to process improvements and ensures consistent execution of administrative standards.
Performs a variety of administrative and clerical tasks, financial 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.
Seeks to determine, develop, and participate in implementation of improvement opportunities.
Provides subject matter expertise and advice related to assigned strategic initiatives.
Acts as relationship management for assigned initiatives.
Builds effective relationships with internal/external stakeholders.
Breaks down strategic problems, and analyses data and information to provide insights and recommendations.
Gathers and formats data into regular and ad-hoc reports, and dashboards.
Leads the planning, coordinating and implementing department events.
Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
Provides input into the planning and implementation of administrative programs.
Coordinates and monitors budgets and reporting on results vs. budget.
Provides coaching and mentoring to more junior administrative assistants.
Manages and monitors calendars and upcoming events.
Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements.
Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation are readily available.
Supports the development of tailored messaging, which may include writing, editing and distributing communications.
Dispatches outgoing communications.
Answers central phone line, responding to and resolving/escalating inquiries.
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.
Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
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.
Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
Collaborates with internal and external stakeholders in order to deliver on business objectives.
Organizes work information to ensure accuracy and completeness.
Thinks creatively and proposes new solutions.
Exercises judgment to identify, diagnose, and solve problems within given rules.
Works mostly independently.
Takes measured risks while protecting the bank by applying our Risk Management Framework in the execution of your role.