Executive Assistant (Calgary Office)

BMO•Calgary, AB

2d•CA$65,000 - CA$84,500•Onsite

About The Position

BMO Capital Markets has an excellent opportunity for an experienced executive assistant to join the team in Calgary. You will perform a variety of administrative and clerical tasks, financial and human resources administration, and provide 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 the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group. You will provide subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives. You will build effective relationships with internal/external stakeholders, break down strategic problems, and analyze data and information to provide insights and recommendations. You will gather and format data into regular and ad-hoc reports, and dashboards. You will lead the planning, coordinating, and implementing of department events. You will provide senior-level administrative and operational support within a large, diverse team, including one or more senior executives. You will employ systems (e.g., customized exception reports, tracking reports, etc.) to manage information and integrate information from multiple sources to enable more efficient processes, enhanced analysis, and/or streamlined reporting. You will provide input into the planning and implementation of administrative programs. You will coordinate and monitor budgets and report on results versus budget. You will provide coaching and mentoring to more junior administrative assistants to support them in developing the capability to carry out current job accountabilities. You will manage and monitor calendars and upcoming events, dispatch meeting invitations, book meeting rooms, and arrange for resources and other requirements in support of smooth and efficient meeting facilitation. You will support the coordination and implementation of department events. You will develop and maintain a filing system, ensuring business and operational reports, forms, and other documentation, paper or electronic, are readily available. You will support the development of tailored messaging, which may include writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures). You will dispatch outgoing communications, answer the central phone line, and respond to and resolve/escalate inquiries. You will process invoices for payment in adherence with documented processes and guidelines and vendor agreements, and prepare and log departmental expense claims and reports. You will track expenses to ensure they stay within budget. You will make travel arrangements, booking flight/hotel reservations as needed. You will 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. You will maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies. You will 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, identifying scheduling conflicts for resolution. You will coordinate training requirements for staff (research, booking, cancellations, confirmations, etc.). You will collaborate with internal and external stakeholders in order to deliver on business objectives. You will organize work information to ensure accuracy and completeness. Your focus may be on a business/group. You will think creatively and propose new solutions. You will exercise judgment to identify, diagnose, and solve problems within given rules. You will work mostly independently. Broader work or accountabilities may be assigned as needed. You will 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.

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.
Verbal & written communication skills - In-depth.
Collaboration & team skills - In-depth.
Analytical and problem solving skills - In-depth.
Influence skills - In-depth.

Responsibilities

Perform a variety of administrative and clerical tasks, financial and human resources administration.
Provide professional support to one or more Managers and their direct reports.
Provide general offices services ensuring all administrative and operational processes and control standards are followed.
Seek to determine, develop, and participate in implementation of improvement opportunities.
Provide subject matter expertise and advice related to assigned strategic initiatives.
Act as relationship management for assigned initiatives.
Build effective relationships with internal/external stakeholders.
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.
Coordinate and monitor budgets and reporting on results vs. budget.
Provide coaching and mentoring to more junior administrative assistants.
Manage and monitor calendars and upcoming events.
Dispatch meeting invitations, book meeting rooms and arrange for resources and other requirements.
Develop and maintain a filing system; ensures 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.
Answer central phone line, responding to and resolving/escalating inquiries.
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.
Make travel arrangements, booking flight/hotel reservations as needed.
Liaise with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters.
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; identifies 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.
Take measured risks while protecting the bank by applying our Risk Management Framework in the execution of your role.