Executive Assistant - Toronto, Canada - BMO Financial Group

BMO Financial Group

Verified Company

Toronto, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

100 King Street West Toronto Ontario,M5X 1A1

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

Role supports Global Head, Investment & Corporate Banking, BMO Capital Markets.

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to senior level executive.

The role provides general office 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.

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.
Provides senior level administrative and operational support within a large, diverse team including one or more senior executives.
Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
Integrates information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
Provides input into the planning and implementation of administrative programs.
Coordinates and monitors budgets and reporting on results vs. budget.
Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
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 as necessary.
Resolves & escalates inquiries in a timely manner.
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.
Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution.
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 may be on a business/group.
Thinks creatively and proposes new solutions.
Exercises judgment to identify, diagnose, and solve problems within given rules.
Exercises appropriate levels of discretion and confidentiality in relation to role supporting manager and business group.
Works mostly independently.
Broader work or accountabilities may be assigned as needed.

Qualifications:

Typically 7+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and postsecondary degree in related field of study.
Specialized knowledge from education and/or business experience.
Verbal & written communication skills
Indepth.
Collaboration & team skills
Indepth.
Analytical and problem solving skills
Indepth.

Influence skills

Indepth.

Expected salary range for this role: $64, ,000.00 CAD

Compensation and Benefits:

$44, $82,500.00

Pay Type:

Salaried

The above represents BMO Financial Group's pay range and type.

Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure.

Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commissi