Sr. Administrative Assistant

BMO•San Francisco, CA

1d•$50,000 - $100,000

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, while identifying and helping implement improvements that contribute to effective and efficient business-group operations. Provides specialized support to an executive and senior managers in a large, diverse department or business group. Supports strategic initiatives by tracking metrics and milestones; analyzes information and recommends insights; coordinates budgets and reporting; and plans and implements department events. Builds relationships with internal and external stakeholders and mentors more junior administrative assistants. The role handles calendars, meetings, records, communications, invoices, expenses, travel, supplies, staff absence scheduling, training coordination, and office or premises-related matters. It also organizes work information, completes complex tasks within established rules and limits, handles escalations, and analyzes issues to determine next steps. The employee is expected to make sound, risk-informed decisions in accordance with BMO’s Risk Management Framework, policies, laws, and regulations. The listed salary range is $50,000–$100,000. The role is salaried. Compensation may vary based on location, skills, experience, education, and qualifications, and the total compensation package may include performance-based incentives, discretionary bonuses, and other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans.

Requirements

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

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 identify and participate in implementing improvements.
Support strategic initiatives by tracking metrics and milestones.
Build 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 reports, forms, and other documentation are readily available.
Support the development of messaging, including writing, editing, and distributing communications.
Dispatch outgoing communications and answer the central phone line, responding to, resolving, or escalating inquiries.
Process invoices for payment according to 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-related matters with internal units and external vendors, including staff and contractor arrivals and departures, relocations, office planning, and furniture requirements.
Maintain supplies inventory, anticipate needs, place and expedite orders, and verify receipt.
Document vacation and absence schedules, account for business needs and guidelines, and identify scheduling conflicts.
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 BMO’s Risk Management Framework and make sound, risk-informed decisions in accordance with business strategy, approved risk appetite, policies, laws, and regulations.
Perform other broader work or accountabilities as assigned.