Executive Assistant

Bank of Montreal•New York, NY

3d•Onsite

About The Position

Performs administrative and clerical tasks, financial and human resources administration, and professional support for one or more managers and their direct reports. Provides general office services and helps ensure administrative and operational processes and control standards are followed. Identifies and contributes to improvement opportunities that support the efficient operation of the business group. Provides expertise and advice on assigned strategic initiatives, manages relationships for those initiatives, and builds effective relationships with internal and external stakeholders. Provides senior-level administrative and operational support within a large, diverse team that may include senior executives. Gathers and formats data for regular and ad hoc reports and dashboards, integrates information from multiple sources, supports administrative program planning, and coordinates budgets and reporting against budget. Coaches and mentors more junior administrative assistants. The role manages calendars and events; arranges meetings, rooms, resources, and invitations; maintains filing systems and business documentation; and supports the preparation and distribution of communications. It also handles phone inquiries, invoices, expense claims, travel arrangements, supplies, staff absence scheduling, and training coordination. The position liaises with internal business units and external vendors on premises and building matters, including relocations and office planning, while minimizing business interruptions. The role organizes work information for accuracy and completeness, proposes solutions, and uses judgment to diagnose and solve problems within established rules. It works mostly independently, collaborates with stakeholders to deliver business objectives, and applies BMO’s Risk Management Framework and relevant policies, laws, and regulations when making risk-informed decisions. Broader work or accountabilities may be assigned as needed.

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 team skills.
In-depth analytical and problem-solving skills.
In-depth influence skills.

Responsibilities

Provide administrative and clerical services, financial and human resources administration, and professional support to managers and their direct reports.
Ensure administrative and operational processes and control standards are followed and contribute to process improvements.
Advise on assigned strategic initiatives and manage relationships related to those initiatives.
Build relationships with internal and external stakeholders and collaborate to deliver business objectives.
Analyze data and information, provide insights and recommendations, and prepare regular and ad hoc reports and dashboards.
Plan, coordinate, and implement department events.
Provide senior-level administrative and operational support to a large, diverse team, including senior executives.
Use information systems and reports to manage information and integrate data from multiple sources for efficient processes, analysis, and reporting.
Contribute to administrative program planning and implementation.
Coordinate and monitor budgets and report results against 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 documentation is readily available.
Support tailored messaging by writing, editing, and distributing communications, and dispatch outgoing communications.
Answer the central phone line and respond to, resolve, or escalate inquiries.
Process invoices according to documented processes, guidelines, and vendor agreements.
Prepare and log departmental expense claims and reports, and track expenses against budget.
Make travel arrangements, including flight and hotel reservations.
Coordinate premises and building matters with internal business units and external vendors, including staff and contractor arrivals and departures, relocations, office planning, and furniture requirements.
Maintain supplies inventory, place and expedite orders, and verify receipt of supplies.
Document and coordinate vacation and absence schedules, account for critical business needs, follow guidelines, and identify scheduling conflicts.
Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
Organize work information to ensure accuracy and completeness.
Apply the Risk Management Framework and make sound, risk-informed decisions consistent with business strategy, approved risk appetite, policies, laws, and regulations.