Operations Administrative Assistant

BMO•Naperville, IL

2d•$41,714 - $69,000•Onsite

About The Position

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to U.S. and Canadian Operations Managing Directors. 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 specialized and professional support to U.S. and Canadian Operations Managing Directors (Lending and Deposits) within B2C Operations business group. Leads the planning, coordinating and implementing department meetings and events. Including onsite meetings and events in Naperville, IL, Chicago, IL and Brookfield, WI as required. Supports the execution of strategic initiatives; includes tracking metrics and milestones. Builds effective relationships with internal/external stakeholders. Analyzes data and information to provide insights and recommendations. 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. Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements Prepares and logs 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. Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees. Analyzes issues and determines next steps. Broader work or accountabilities may be assigned as needed. 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

3-5 years of experience in administrative/professional support function
Excellent verbal & written communication skills
Experience with Microsoft Office Suite - Word, Excel, PowerPoint, Teams etc.
Excellent organization skills.
Excellent collaboration & team skills.
Analytical and problem solving skills.

Nice To Haves

post-secondary degree in related field of study desirable
Previous experience in financial services preferred

Responsibilities

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to U.S. and Canadian Operations Managing Directors.
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 specialized and professional support to U.S. and Canadian Operations Managing Directors (Lending and Deposits) within B2C Operations business group.
Leads the planning, coordinating and implementing department meetings and events.
Supports the execution of strategic initiatives; includes tracking metrics and milestones.
Builds effective relationships with internal/external stakeholders.
Analyzes data and information to provide insights and recommendations.
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.
Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements.
Prepares and logs 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.
Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
Analyzes issues and determines next steps.
Broader work or accountabilities may be assigned as needed.
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.