Executive Assistant

BMO•Toronto, ON

About The Position

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to two or more Executives 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 implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Requirements

Typically 7+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and 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.

Nice To Haves

Typically, 5+ years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable
Specialized knowledge
Experienced
Resourceful
Organized
Tech savvy
Professional
Proactive
High energy
Team player
Verbal & written communication skills – Excellent
Organizational skills – Excellent
Collaboration & team skills – Excellent
Analytical and problem-solving skills – Excellent

Responsibilities

Manages day-to-day executive calendar and activities (including ad hoc requests)
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)
Leads the planning, coordinating and implementing department events
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
Audits HGL420 where Executive is responsible for cost center
Maintains and audits the G&E Tracker for Executives
ITAM attestation System access certifications (quarterly, annual, transfers, new hires, moves)
Audits the wireless report for the teams they support
Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting
Coordinates and monitors budgets and reporting on results vs. budget
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
Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
Prepares and logs departmental expense claims and reports
Makes travel arrangements, booking flight/hotel reservations as needed
Approve recognitions (BMOvation) on behalf of executive/LOB
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 and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability
Exercises judgment to identify, diagnose, and solve problems within given rules
A team player who works well independently
Broader work or accountabilities may be assigned as needed