Sr. Administrative Assistant

Bank of Montreal•San Francisco, CA

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. Ensures administrative and operational processes and control standards are followed, and contributes to improvement opportunities and the effective operation of the business group. Supports strategic initiatives, tracks metrics and milestones, analyzes information, and provides insights and recommendations. Provides specialized support to an executive and senior managers in a large, diverse department or business group, including budget coordination and reporting. Coaches and mentors more junior administrative assistants. The role coordinates calendars, meetings, department events, communications, records, invoices, expense claims, travel, supplies, training, and staff absence schedules. It also liaises with internal business units and external vendors on premises and building matters. Work may include complex and diverse tasks within defined rules and limits, handling escalations, analyzing issues, and determining next steps. The position applies BMO’s Risk Management Framework and makes sound, risk-informed decisions in accordance with business strategy, policies, and applicable laws and regulations.

Requirements

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

Nice To Haves

Post-secondary degree in a related field of study is desirable.

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 participate in implementing improvements.
Support strategic initiatives and track related metrics and milestones.
Build relationships with internal and external stakeholders; analyze data and information and provide insights and recommendations.
Plan, coordinate, and implement department events.
Coordinate and monitor budgets and report results against budget.
Coach and mentor more 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 reports, forms, and other documentation are 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.
Arrange travel, including flight and hotel reservations as needed.
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 vacation and absence schedules, account for critical business needs, follow guidelines, and identify scheduling conflicts for resolution.
Coordinate staff training requirements, including research, bookings, cancellations, and confirmations.
Organize work information for accuracy and completeness; handle complex tasks and escalations, analyze issues, and determine next steps.
Apply the Risk Management Framework and make risk-informed decisions consistent with business strategy, approved risk appetite, policies, and applicable laws and regulations.