Senior Administrative Assistant

BMO • Newport Beach, CA

6d • $55,000 - $110,000

About The Position

The Senior Administrative Assistant performs a variety of administrative and clerical tasks, financial and human resources administration, and professional support for one or more Managers and their direct reports. The role provides general office services, ensures administrative and operational processes and control standards are followed, and helps identify, develop, and implement improvements to support the effective and efficient operation of the business group. It may provide subject matter expertise and advice for assigned strategic initiatives and relationship management for those initiatives.

The position provides senior-level administrative and operational support to a large, diverse team that may include senior executives. It involves managing calendars and meetings, coordinating department events and staff training, preparing communications and reports, organizing records, processing invoices and expenses, monitoring budgets, arranging travel, maintaining office supplies, and coordinating premises-related matters. The role also supports vacation and absence scheduling, responds to inquiries, works with internal and external stakeholders, and may coach and mentor more junior administrative assistants.

The employee works mostly independently, exercises judgment to solve problems within established rules, and contributes ideas and solutions. The role requires making sound, risk-informed decisions in accordance with BMO's Risk Management Framework, approved Risk Appetite, policies, and applicable 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.
• Ability to support bankers.
• Specialized knowledge acquired 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 one or more Managers and their direct reports.
• Ensure administrative and operational processes and control standards are followed, and identify and help implement opportunities for improvement.
• Provide subject matter expertise, advice, and relationship management for assigned strategic initiatives.
• Build effective relationships with internal and external stakeholders and collaborate to deliver business objectives.
• Analyze strategic problems and data, and provide insights and recommendations.
• Gather and format data for regular and ad-hoc reports and dashboards; integrate information from multiple sources to improve processes, analysis, and reporting.
• Lead the planning, coordination, and implementation of department events.
• Provide senior-level administrative and operational support within a large, diverse team, including support for senior executives.
• Use systems such as exception and tracking reports to manage information.
• Provide input into the planning and implementation of administrative programs.
• Coordinate and monitor budgets, report results against budget, and track expenses to ensure they remain within budget.
• Coach and mentor more 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.
• Support tailored messaging by writing, editing, and distributing communications such as correspondence, presentations, policies, and procedures.
• Dispatch outgoing communications, answer the central phone line, and respond to, resolve, or escalate inquiries.
• Process invoices for payment in accordance with documented processes, guidelines, and vendor agreements.
• Prepare and log departmental expense claims and reports.
• Arrange travel, including flight and hotel reservations.
• Coordinate premises and building-related 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 supply needs, place and expedite orders, and verify receipts.
• Document and manage vacation and absence schedules consistently, account for critical business needs, and identify scheduling conflicts for resolution.
• Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
• Organize work information to ensure accuracy and completeness.
• Apply BMO's Risk Management Framework and approved Risk Appetite, and comply with applicable policies, laws, and regulations when making risk-informed decisions.

Benefits

• Health insurance
• Tuition reimbursement
• Accident and life insurance
• Retirement savings plans
• The total compensation package may include performance-based incentives, discretionary bonuses, and other perks and rewards.

What This Job Offers

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