Executive Assistant - Finance

In this dynamic role, you'll engage with a diverse group of individuals within the bank, supporting two influential leaders (Investor Relations & Wealth) and immersing yourself in a great culture. You will have opportunity to gain insights into how the bank operates and interact with senior-level EAs, fostering valuable connections and learning opportunities.

Supporting finance executives in a fast paced, hybrid environment, leveraging exceptional organization skills to contribute to the team's overall success. Includes complex meeting management, travel management, liaising with technology support and business continuity planning.

Performs a variety of administrative tasks and provides professional support to two executives and their direct reports. The role provides general office services ensuring all administrative and operational processes and control standards are followed, participating 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 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 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.
• 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 7+ years of relevant experience in an administrative/ professional support function, demonstrating progressive responsibility and post-secondary degree in related field of study.
• Specialized knowledge from education and/or business experience.
• Verbal & written communication skills - In-depth.
• 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
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 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.

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.