Team Lead, Administration - BMO Capital Markets

BMO•New York, NY

About The Position

BMO Capital Markets is a leading, full-service financial services provider. We offer corporate and investment banking, treasury management, as well as research and advisory services to clients around the world. #bmocapitalmarkets MANDATE The Team Lead, Administration reports directly to the Senior Business Manager in I&CB Strategy & Business Management. The incumbent is a direct manager for the Administrative and Executive assistants and key stakeholder for the Professionals they support. The incumbent is accountable for planning, developing and implementing effective administrative services and strategies across I&CB. The incumbent is responsible for resource planning and placement, goal setting, performance management and professional development of the individuals they manage. The incumbent is responsible for full cycle recruiting for administration support including the coordination of new hire onboarding and training as well as administrative support coverage. The incumbent is responsible for driving the year-end process in coordination and concert with the administrators and professionals, including performance reviews, ratings and compensation. In a high-performance, winning culture, the incumbent should demonstrate leadership skills in the areas of negotiation, coaching, communication and problem solving.

Requirements

Undergraduate Degree in a related field. Other professional related training to keep skills current with office productivity software and to develop leadership capability.
Requires a minimum 6 year’s experience in an administrative/ professional support function, with any experience in a similar supervisory role. In addition experience in working in a complex fast-paced environment, dealing with complex issues and managing conflicting priorities within scope of a similar role.
Solid project management skills required to coordinate and lead a variety of initiatives.
Seasoned knowledge of bank financial processing standards and key business processes.
Seasoned broad business knowledge and specific understanding of the organizational unit, its functions, products and customer groups.
Expert understanding of the processes, policies and procedures required for supporting the business.
Good working knowledge of financial and accounting principles and human resources policy.
Ability to work with limited direction and ambiguity to supervise and allocate work and to make decisions within scope of accountability.
Ability to organize business information and develop it into cohesive, professional reports and presentations with minimal guidance. Ability to recognize and respond to business related issues within the scope of the material.
Extremely detail oriented, very well organized, able to manage time and multi-task to accomplish a wide variety of tasks with conflicting priorities.
Ability to deal with clients in a professional and courteous manner by developing and leveraging professional working relationships.
Ability to employ and leverage knowledge of the organization and the supported business unit’s uniqueness to carry out accountabilities.

Nice To Haves

Some HR experience, specifically in recruiting, performance management, and training/coaching an asset.

Responsibilities

Lead team in the delivery of exceptional administrative services by setting standards for service level and quality of work
Demonstrate leadership skills to administrative staff and by acting as a key stakeholder the professionals they support by way of coaching, problem solving and performance feedback in order to drive a high performance culture. Escalation of issues to the HRBP as required
Partner with LOB professionals to assess performance during mid-year and year-end process (inclusive of Corrective Actions & Performance Improvement Plans)
Identify and train SMEs on admin centric processes
Manage and facilitate monthly check-ins
Management of Workday, including the recruitment and selection of contingent talent and new FTE
Ensure the scheduling of sufficient and appropriate staff to cover current and future workload
Regularly solicits feedback (as per schedule) for new employees
Required to understand the different skills and capabilities of varying roles within the team
Foster an environment of continuous improvement, and look for ways to identify process improvements and innovations
Facilitate roll-out and training of new initiatives
Provide management on all Best Practices by job function and benchmarks
Manage and refine risk approaches within admin process by ensuring required policies and controls are implemented and adhered to
Ensure audit/regulatory guidelines and requirements are adhered to