Sr. Administrative Assistant, BMO Capital Markets

Sr. Administrative Assistant, BMO Capital Markets

Location: Toronto, ON, CAN

Time Type: Full time

Posted on: Posted Yesterday

Job Requisition ID: R240017537

Application Deadline: 09/26/2024

Address: 100 King Street West

Job Family Group: Business Management

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.

Responsibilities:

• Supports the execution of strategic initiatives; includes tracking metrics and milestones.
• Builds effective relationships with internal/external stakeholders.
• Analyzes data and information to provide insights and recommendations.
• Leads the planning, coordinating and implementing department events.
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• 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.
• 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.
• 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.
• 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.
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
• Analyzes issues and determines next steps.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• Typically between 3-5 years of experience in an administrative/professional support function and a post-secondary degree in a related field of study is desirable.
• Specialized knowledge.
• Good verbal & written communication skills.
• Good organization skills.
• Good collaboration & team skills.
• Good analytical and problem-solving skills.

Base Salary Range: $60-70K CAD

Salary: $37,500.00 - $69,500.00

Pay Type: Salaried

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 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.