Executive Assistant - Toronto, Canada - BMO Financial Group

BMO Financial Group

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

33 Dundas Street West Toronto Ontario,M5G 3C2

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports.

The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Identifies, develops, recommends and implements cost saving opportunities and seeks approval for recommendations.
Builds effective relationships with internal/external stakeholders.
Breaks down strategic problems, and analyses data and information to provide insights and recommendations.
Gathers and formats data into regular and adhoc reports, and dashboards.
Leads the planning, coordinating and implementing department events.
Builds change management plans of varying scope and type; leads or participates in a variety of change management activities including readiness assessments, planning, stakeholder management, execution, evaluation and sustainment of initiatives.
Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
May manage and supervise the daytoday functions of an administrative team.
Oversees the centralized tracking and record maintenance of staff vacations and absences, in accordance with divisional guidelines, to ensure consistency in entitlement and to determine staff availability.
Resolves escalated issues.
Establishes administrative support & reception best practices and ensures consistent adoption.
Leads the execution of administrative programs; assesses and adapts as needed to ensure quality of execution.
Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
Makes travel arrangements, booking flight/hotel reservations as needed.
Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring mínimal interruptions to business operations.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Maintains and tracks overtime, oncall claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
Collaborates with internal and external stakeholders in order to deliver on business objectives.
Organizes work information to ensure accuracy and completeness.
Focus is primarily on business/group within BMO; may have broader, enterprisewide focus.
Exercises judgment to identify, diagnose, and solve problems within given rules.
Works independently on a range of complex tasks, which may include unique situations.
Broader work or accountabilities may be assigned as needed.

Qualifications:

Typically between 8+ years of relevant experience with a minimum 2 years of experience managing other administration staff; postsecondary degree in related field of study.
Technical proficiency gained through education and/or business experience.
Verbal & written communication skills
Indepth.
Collaboration & team skills
Indepth.
Analytical and problem solving skills
Indepth.

Influence skills

Indepth.
Data driven decision making
Indepth.

We're here to help
At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundari