Sr. Administrative Assistant

Bank of Montreal • New York, NY

8d • $46,000 - $100,000

About The Position

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. Provides general office services and ensures administrative and operational processes and control standards are followed, while identifying and participating in improvement opportunities that contribute to the effective and efficient operation of the business group. Supports strategic initiatives, including tracking metrics and milestones, builds relationships with internal and external stakeholders, and analyzes information to provide insights and recommendations.

Provides specialized support to an executive and senior managers within a large and diverse department or business group. Leads planning and coordination of department events, monitors budgets and reports on results, and coaches and mentors more junior administrative assistants. Responsibilities also include managing calendars and meetings, maintaining records and documentation, preparing communications, handling inquiries, processing invoices and expense claims, tracking expenses, and arranging travel.

The role liaises with internal business units and external vendors on premises and building matters, maintains office supplies, coordinates staff vacation and absence schedules, and arranges staff training. Work may include complex and diverse tasks within established limits, handling escalations, analyzing issues, and determining next steps. The employee is expected to apply BMO's Risk Management Framework and make sound, risk-informed decisions in accordance with business strategy, policies, laws, and regulations. Broader work or accountabilities may be assigned as needed.

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 teamwork 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 participate in implementing process improvements.
• Support strategic initiatives, including tracking metrics and milestones.
• Build relationships with internal and external stakeholders and analyze information to provide insights and recommendations.
• Plan, coordinate, and implement department events.
• Coordinate and monitor budgets and report results against budget.
• Coach and mentor junior administrative assistants.
• Manage calendars and upcoming events; send meeting invitations, book rooms, and arrange meeting resources.
• Develop and maintain filing systems and ensure business and operational documents are readily available.
• Support the development, editing, and distribution of communications, including correspondence, presentations, and 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, and track expenses against budget.
• Arrange travel, including flight and hotel reservations.
• Coordinate premises and building matters with internal business units and external vendors, including staff and contractor moves, relocations, office planning, and furniture needs.
• Maintain office supplies inventory, place and expedite orders, and verify receipt of supplies.
• Document vacation and absence schedules, account for 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; complete complex tasks, handle escalations, and analyze issues to determine next steps.
• Apply the Risk Management Framework and make risk-informed decisions consistent 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, depending on the position's pay type.

What This Job Offers

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