BMO Financial Group Executive Assistant in Ontario, Canada
The Executive Assistant will provide professional support to an executive and their senior managers of a large size business group, on activities that generally span up to a 3-month timeframe. The Executive Assistant is accountable for performing financial and business/situational analysis and support in order to identify and recommend appropriate business alternatives, and for providing project management assistance for purposes of contributing to the effective and efficient operation of the business group, and for purposes of achieving business objectives. The Executive Assistant will monitor and ensures that administrative and operational processes and control standards are followed while seeking to determine, develop, and participate in implementation of improvement opportunities.
KEY ACCOUNTABILITY :
Professional Support (45%)
Financial Analysis and Support (25%)
General Administration (20%)
Human Resources Administration (10%)
Professional Support Accountabilities:
Performs business/situational analysis and develops recommendations such as identifying and developing business process improvements opportunities, or identifying and developing alternatives to support business decisions. Participates in recommending the most appropriate alternative to achieve business goals and business needs more efficiently and effectively. Participates in planning and coordination through to implementation.
Develops and leverages relationships cross-LOBs, with executives and senior managers, and externally, to foster and support intra-group coordination while carrying out accountabilities.
Develops organization centric materials such as communications, correspondence, presentations, including deciding on or recommending content. Accountable for disseminating communications to facilitate timely and effective communications. Responds to related inquiries on the department’s behalf, or escalates for resolution as appropriate.
Supports or manages various projects such as business process improvement initiatives, event planning, and office relocations while collaborating with staff both within the team and across the impacted business units, to achieve the desired business outcomes.
Prepares standard correspondence, reports and presentations, ensuring completed material is produced in a timely manner.
Financial Analysis & Support Accountabilities:
Performs budget forecast/variance analysis in support of maintaining expenses within budget and performs financial analysis of billing and costing to support the developing and recommending of alternatives, in support of business decision making. Supports the budget planning and monitoring process by collecting and aggregating, analyzing, and reporting. Monitors and analyzes project expenses to ensure they are within budget.
Facilitates the existence of an efficient flow of invoice processing for payment in adherence with division processes and BMO processing guidelines, and vendor agreements.
Administers a timekeeping system in adherence with reporting guidelines to ensure that staff members are aligned appropriately to their reporting units and with correct resource coding.
Processes and tracks overtime and on-call claims in adherence to bank and/or divisional policy to ensure timely payroll processing and performs budget tracking and reconciliation.
General Administration Accountabilities:
Manages and monitors the Executive’s calendar of scheduled appointments’ and upcoming events and matters requiring immediate attention. Coordinates agendas, and dispatches meeting invitations and agendas, books meeting rooms and arranges for IT resources and other requirement in support of smooth and efficient meeting facilitation.
Prepares and dispatches outgoing mail, interfaces with selected couriers to ensure packages have been delivered within established timeframes.
Maintains a central e-mail Global Address list and ensures all staff receives e-mail communications. Responds to and resolves routine and moderately complex inquiries.
Logs departmental expense reports and develops and maintains an efficient diary and filing system to ensure reports, correspondence and financial documentation are maintained and readily available.
Establishes and maintains organized electronic filing systems to ensure that business and operational reports, forms, and other business documentation are readily available.
Liaises with internal business units and external vendors for all premises related matters such as office moves, and participates in the local coordination and implementation of premises and building related matters including relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
Travel - books airfare, accommodations, and transportation for executive. Prime ownership to builds out itinerary; including internal/external meetings and events.
Leads or participates in planning, coordinating and implementing department events.
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 back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
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.
Post-Secondary education in a related field. Other professional related training and development to keep skills current, including office productivity software.
Seasoned knowledge of bank financial processing standards, and key business processes, and excellent working knowledge of financial analysis methodologies, accounting principles, and very good working knowledge of project management methodologies, and human resources policy.
Seasoned broad business knowledge and deep understanding of the organizational unit, its functions and products, and customer groups.
Very good understanding of the processes, policies and procedures required for supporting the business unit.
Demonstrates experience in an administrative/ professional support function in a fast paced environment, dealing with moderately complex issues and managing conflicting priorities.
Ability to organize moderate amounts of business information and develop it into cohesive, professional reports and presentations, with little guidance and ability to recognize and respond to business related issues within the scope of the material.
Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making. Ability to plan and coordinate implementation of the selected alternative.
Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
Very proficient at administrative tasks. Advanced level PC skills (MS Office: Excel, Word, PowerPoint, Outlook, Visio; Lotus; web browsers).
Good project management skills to coordinate and lead a variety of initiatives.
Advanced communication skills, both written and verbal.
Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
Ability to leverage knowledge of the organization and the supported business unit’s uniqueness, to carry out accountabilities.
Ability to work both independently, as well as to play a leadership role in building a cohesive team.
Ability to deal with confidential materials in an appropriate manner.
At our company, we have been helping our customers and communities for over 195 years. Working with us means being part of a team of talented and passionate individuals with a shared focus on working together to deliver great customer experiences. We stand behind your success with the support you need to turn your potential into performance.
To find out more visit our website at www.bmo.com/careers .
BMO Financial Group is committed to an inclusive, equitable and accessible workplace. By embracing diversity, we gain strength through our people and our perspectives. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.