Senior Administrative Assistant

BMO • Chicago, IL

4d • $45,000 - $95,000

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 ensures administrative and operational processes and control standards are followed. Identifies and contributes to implementing improvements that support the effective and efficient operation of the business group.

Provides subject matter expertise and advice for assigned strategic initiatives and serves as a relationship manager for those initiatives. Supports a large, diverse team that may include senior executives, and provides coaching and mentoring to junior administrative assistants. Works mostly independently, uses judgment to solve problems within established rules, and may be assigned broader accountabilities as needed.

The role includes coordinating administrative programs, department events, budgets, reporting, calendars, meetings, communications, records, invoices, expenses, travel, office logistics, supplies, employee absences, and staff training. It requires collaboration with internal and external stakeholders and sound, risk-informed decisions in accordance with BMO’s Risk Management Framework, policies, laws, and regulations.

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 teamwork skills.
• In-depth analytical and problem-solving skills.
• In-depth influence skills.

Responsibilities

• Provide administrative, clerical, financial, and human resources support to managers and their direct reports.
• Ensure administrative and operational processes and control standards are followed, and identify and help implement process improvements.
• Provide expertise and advice on assigned strategic initiatives and manage relationships related to those initiatives.
• Build effective relationships with internal and external stakeholders; collaborate to deliver business objectives.
• Analyze data and information, identify insights and recommendations, and organize work information accurately and completely.
• Gather and format data for regular and ad-hoc reports and dashboards; use systems such as exception and tracking reports to manage information.
• Integrate information from multiple sources to improve processes, analysis, and reporting.
• Lead planning, coordination, and implementation of department events and contribute to administrative program planning and implementation.
• Provide senior-level administrative and operational support to a large, diverse team, including one or more senior executives.
• Coordinate and monitor budgets, report results against budget, process invoices, prepare and log expense claims, and track expenses against budget.
• Coach and mentor junior administrative assistants.
• Manage calendars and upcoming events; send meeting invitations, book rooms, and arrange resources and other requirements for meetings.
• Develop and maintain filing systems and ensure business and operational documentation is readily available in paper or electronic form.
• Support tailored communications by writing, editing, and distributing correspondence, presentations, policies, and procedures; dispatch outgoing communications.
• Answer the central phone line, respond to inquiries, and resolve or escalate them as appropriate.
• Make travel arrangements, including flight and hotel reservations as needed.
• Coordinate office and building matters with internal business units and external vendors, including staff and contractor arrivals and departures, relocations, office planning, and furniture requirements, while minimizing business interruptions.
• Maintain supplies inventory, anticipate needs, place and expedite orders, and verify receipt of supplies.
• Document and coordinate vacation and absence scheduling, taking account of business needs and guidelines, and identify scheduling conflicts for resolution.
• Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
• Apply the bank’s Risk Management Framework and Risk Culture, make sound risk-informed decisions, protect assets, and comply with applicable policies, laws, and regulations.

Benefits

• Health insurance
• Tuition reimbursement
• Accident and life insurance
• Retirement savings plans
• Performance-based incentives and discretionary bonuses may be included in the total compensation package, depending on pay type.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior