Executive Assistant- Enterprise Legal

Application Deadline:

03/27/2025

Address:

100 King Street West

Job Family Group:

Business Management

The ideal candidate will have 10+ years experience as an Executive Assistant or progression in the role supporting C-suite executives. Interaction with Board members would be a bonus.

You will be required to be in the office 3-4 days a week.

The individual in this position will perform administrative duties supporting the Chief Legal Officer, Enterprise Legal and Corporate Secretary and the Chief Ethics Officer and Head, Customer Complaint Appeals which includes working with Technology and Operations and Corporate Areas (TOCA) Legal, Enterprise Board Governance, Customer Complaint Appeals and Ethics teams. The role involves interacting with C-suite executives, board members, and BMO stakeholders requiring the highest standards of professionalism, confidentiality, accuracy, integrity, timeliness, proactivity, and business acumen. The role also requires leadership skills and involves collaborating with the EA for Chief Legal Officer, TOCA Legal to ensure consistency and coordinating support and reporting for Enterprise Legal. You will coordinate scheduling, meeting agendas and materials and resolve issues to maximize leadership time and efforts. You will be responsible for financial and other reporting, file maintenance, logistics, and general administrative and operational duties.

• Provides subject matter expertise and advice related to assigned strategic initiatives and acts as relationship management for assigned initiatives.
• 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 ad-hoc 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. 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 minimal 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.
• 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.
• Works mostly independently.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• Typically 10+ years of relevant experience in an Executive Assistant level support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
• Experience with supporting multiple C-suite, executive level members of a team.
• Experience with financial reporting and forecasting required.
• Intermediate to advanced skills in Microsoft Suite- Word, Excel and PowerPoint.
• Strong verbal & written communication skills.
• Collaboration & team skills - In-depth.
• Analytical and problem-solving skills - In-depth.
• Influence skills - In-depth.

Salary: $44,500.00 - $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 commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.

BMO Financial Group’s total compensation package will vary based on the pay type of the position and may include performance-based incentives, discretionary bonuses, as well as other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards

About Us:

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