Sr. Administrative Assistant

BMO • New York, NY

1d • $50,000 - $100,000

About The Position

The Sr. Administrative Assistant performs 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 and ensures administrative and operational processes and control standards are followed, while identifying and participating in improvements that support the effective and efficient operation of the business group.

The position provides specialized support to an executive and senior managers in a large, diverse department or business group. It supports strategic initiatives, tracks metrics and milestones, analyzes information and recommends insights, coordinates budgets and reporting, and plans and implements department events. The role also builds relationships with internal and external stakeholders and may coach and mentor junior administrative assistants.

The assistant manages calendars, meetings, records, communications, invoices, expense claims, travel, supplies, and staff training arrangements. The position also supports premises and building coordination, employee absence scheduling, and other operational needs. Work may include complex and diverse tasks within established rules and limits, escalations, and analysis of issues to determine next steps. The employee is expected to apply BMO's Risk Management Framework and make sound, risk-informed decisions in accordance with policy documents, laws, and regulations.

Requirements

• Typically 3–5 years of experience in an administrative or professional support function.
• Good verbal and written communication skills.
• Good organizational skills.
• Good collaboration and teamwork skills.
• Good analytical and problem-solving skills.
• Specialized knowledge.

Nice To Haves

• A post-secondary degree in a related field of study is desirable.

Responsibilities

• Support strategic initiatives, including tracking metrics and milestones.
• Build effective relationships with internal and external stakeholders and collaborate to deliver business objectives.
• Analyze data and information to provide insights and recommendations.
• Plan, coordinate, and implement department events.
• Coordinate 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 reports, forms, and other documentation are readily available.
• Support tailored messaging by writing, editing, and distributing communications, including correspondence, presentations, and policies and procedures.
• Dispatch outgoing communications and answer the central phone line, responding to, resolving, or escalating inquiries.
• Process invoices for payment in accordance with 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, while minimizing disruption.
• Maintain supplies inventory, anticipate needs, place and expedite orders, and verify receipt of supplies.
• Document vacation and absence schedules, account for business needs, follow guidelines, manage scheduling consistently, and identify conflicts for resolution.
• Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
• Organize work information to ensure accuracy and completeness.
• Complete complex and diverse tasks within established rules and limits, including handling escalations from other employees.
• Analyze issues and determine next steps.
• Apply the Risk Management Framework and make risk-informed decisions consistent with business strategy, approved risk appetite, policies, laws, and regulations.
• Perform other broader work or accountabilities as assigned.

Benefits

• Health insurance
• Tuition reimbursement
• Accident insurance
• Life insurance
• Retirement savings plans
• Performance-based incentives and discretionary bonuses may be included in the total compensation package.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed