Executive Assistant and Coordinator

BMO Financial Group - Toronto, ON (30+ days ago)

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120 Bloor Street East

Job Family Group:
Business Management

The Executive Assistant and Coordinator will report directly to the Chief Information Officer, Canadian Personal &Business Banking Canada Technology (CIO – CAN P&BB Technology).

In this role, you will perform a variety of administrative and clerical tasks, financial and human resources administration supporting the CIO – CAN P&BB Technology and the Director, Business Management. 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.

Provides senior level administrative and operational support within a large, fast-pace, and diverse team.
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.
Makes travel arrangements, booking flight/hotel reservations as needed.
Coordinates training and events for staff (e.g. research, booking, cancellations, confirmations, etc.).
Provides input into the planning and implementation of administrative programs.
Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
Supports the development and distribution of tailored messaging, which may include writing, and/or editing (e.g., correspondence, presentations, leader updates, policies & procedures).
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 minimal interruptions to business operations.
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.
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, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
Coordinates physical resource onboarding and offboarding requirements for incoming/outgoing staff and contractors.
Exercises judgment to identify, diagnose, and solve problems within given rules.
Organizes work information to ensure accuracy and completeness.
Thinks creatively and proposes new solutions.
Builds effective relationships with internal/external stakeholders.
Works mostly independently.
Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
Broader work or accountabilities may be assigned as needed.

Typically, 5+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
Experience working in a large/matrix corporate organization, providing senior leader or executive administration support.
Advanced working knowledge of Microsoft Office (Word, Excel, Power Point)
Organization & time management skills – In-depth.
Verbal & written communication skills - In-depth.
Collaboration & team skills - In-depth.
Analytical and problem-solving skills - In-depth.
Influence skills - In-depth.
Learning agility.
Ability to be proactive.

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 boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO team you are valued, respected and heard, and you have more ways to grow and make an impact. We strive to help you make an impact from day one – for yourself and our customers. We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs. From in-depth training and coaching, to manager support and network-building opportunities, we’ll help you gain valuable experience, and broaden your skillset.

To find out more visit us at https://bmocareers.com .

BMO is committed to an inclusive, equitable and accessible workplace. By learning from each other’s differences, we gain strength through our people and our perspectives. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.