Executive Assistant - Toronto, Canada - BMO Financial Group

BMO Financial Group

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

100 King Street West Toronto Ontario,M5X 1A1

MANDATE:
The Executive Assistant is accountable for providing support to the accountable SVP.

Specifically, the incumbent will provide calendar and time management, support of ongoing projects and the overall efficient operation of the business group.

Monitors and ensures that administrative and operational processes are followed while seeking to determine, develop, and participate in implementation of improvement opportunities.

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KEY ACCOUNTABILITY:
1) Professional Support (60%)
2) General Administration (20%)
3) Human Resources Administration (10%)
4) Office Management (10%)

SPECIFIC ACCOUNTABILITIES:

1) Professional Support Accountabilities:

Excellent organizational and timemanagement skills
Ability to work independently, manage multiple tasks and projects and meet deadlines
Calendar management, effectively and efficiently booking meetings and coordinating with other Executive calendars
Proven track record of using good judgment in dealing with issues in a fastpaced, dynamic environment
Flexibility and ability to function within an environment where priorities frequently compete and shift
Demonstrated superior writing and editing skills
Build and maintain productive relationships with internal and external stakeholders
Provide guidance to business partners and peers to support completion of activities and procedures
Work independently to manage timing and action plans for completing functions and preparing correspondence, reports and other documents ahead of need
Support onboarding & offboarding processes for the Marketing and Strategy group, cross border
Perform backup function for other Administrative Assistants during absences to ensure that administrative support is provided on an ongoing basis
Excellent computer and software skills: MS Office (Word, Excel, PowerPoint)
Familiarity with audiovisual equipment for presentations
Proficient with outlook, especially calendar management

2) General Administration Accountabilities:

Develop communications, correspondence, presentations, including deciding on or recommending content.
Responds to related inquiries, or escalates for resolution as appropriate.
Manage various projects such as business process improvement initiatives, event planning, employee onboarding, including office resource requirements, time and vacation tracking, and office relocations.
Prepare standard through to complex correspondence, reports and presentations, ensuring completed material is produced in a timely manner.
Manages and maintains documents and records accordingly (e.g. electronic files, back up, task reminders/diary) ensuring data/documentation integrity and ease of reference and retrieval as required.
Establish and maintain filing systems (paper and manage), including project files, classify, sort and file documents, generate reports and produce information
Complete document drafting, including charts, graphs, tables and text slides, ensuring formatting consistency and accuracy on timesensitive, complex, sensitive and highprofile documents

3) Human Resources Administration Accountabilities:

Maintains and tracks staff vacations and absences in accordance with divisional guidelines to ensure consistency in entitlement and to determine staff availability. Participates in resolution of issues.
Administers recognition program materials and processes in support of recognizing staff contributions.
Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc). Produces monthly/quarterly reports and monitors that funds are allocated within budget.
Provides coaching and mentoring to more junior colleagues to assist them in developing capability to carry out current job accountabilities and to expand the types and levels of work they perform in the future. Performs backup function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.

4) Office Management, as required and as needs arise

CROSS-FUNCTIONAL RELATIONSHIPS:

Interacts and collaborates regularly, as a critical function, with Executives and their representatives, and senior managers, and with crossfunctional business units to perform research and analysis, to develop and recommend alternatives, implement improvement opportunities, and to accomplish administrative or operational tasks. Develops, leverages, and influences relationships to achieve outcomes and to improve crossgroup relationships.
Interacts with external vendors depending on unique requirements of the business unit and may have to handle conflicting or more contentious adminrelated situations
Develops and leverages relationships and represents the group crossLOBs, with executives and senior managers, internal and external contacts, to foster and support intragroup coordination while c