Executive Assistant

Role overview

This position offers advanced administrative and clerical support to two or more executives and their direct teams. It also includes financial and human resources administration, along with broader office support to keep day-to-day operations running smoothly and in line with required controls and procedures. The role is expected to identify ways of improving processes and help put those improvements into practice.

What you'll do

• Run the executive calendar on a daily basis, including handling ad hoc requests.
• Track upcoming meetings and commitments, send invitations, reserve meeting spaces, and arrange any resources needed for effective meetings.
• Plan, coordinate, and deliver departmental events.
• Provide guidance and subject matter support for assigned strategic initiatives and help manage relationships tied to those initiatives.
• Develop and maintain productive working relationships with internal teams and external partners.
• Break down complex business problems, review data, and turn findings into practical insights and recommendations.
• Collect, organize, and present information in recurring and one-off reports and dashboards.
• Review HGL420 for executives who own a cost center.
• Maintain and audit the G&E Tracker for executives.
• Complete ITAM attestations.
• Handle system access certifications on a quarterly, annual, transfer, new hire, and move basis.
• Audit the wireless report for the supported teams.
• Bring together information from several sources to improve processes, strengthen analysis, and streamline reporting.
• Coordinate budgets and report actual results against budget.
• Create and maintain an organized filing structure so reports, forms, and other records are easy to access in paper or digital format.
• Support customized communications by drafting, editing, and distributing materials such as correspondence, presentations, and policies or procedures.
• Send outbound communications as required.
• Process invoices according to documented procedures and vendor agreements.
• Prepare and record departmental expense claims and reports.
• Make travel arrangements, including flights and hotel bookings.
• Approve recognitions on behalf of the executive or line of business.
• Coordinate with internal departments and outside vendors on premises and building-related activities such as staff and contractor arrivals and departures, relocations, office planning, and new furniture needs while minimizing disruption to operations.
• Track overtime, on-call claims, staff vacation, and absences in line with bank and divisional guidelines.
• Use judgment to identify issues, diagnose root causes, and resolve problems within defined rules.
• Work effectively both independently and as part of a team.
• Take on additional accountabilities as required.

Experience and qualifications

The role generally calls for 7+ years of relevant experience in an administrative or professional support capacity, with increasing responsibility over time, plus a post-secondary degree in a related field. A candidate with around 5+ years of experience and a related post-secondary degree is also referenced in the source as a typical profile. The position expects specialized knowledge developed through education and/or business experience.

Skills and competencies

• Excellent verbal and written communication
• Strong organizational ability
• Effective collaboration and teamwork
• Advanced analytical thinking
• Strong problem-solving capability
• Influencing skills
• Resourcefulness
• Tech-savvy approach to office systems and tools
• Professional demeanor
• Proactive work style
• High energy and initiative

Compensation and benefits

The posted salary range is $45,500 to $84,500 annually on a salaried basis. Compensation can vary depending on location, skills, experience, education, and qualifications. The package may also include performance-based incentives, discretionary bonuses, and other rewards. BMO also provides health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans.

About the employer

BMO describes its purpose as helping to create positive and lasting impact for customers, communities, and employees. The organization emphasizes growth, innovation, support, and development, including training, coaching, manager support, and networking opportunities. It also states that it is committed to an inclusive, equitable, and accessible workplace, and that accommodations are available on request during the selection process.

Additional information

Applicants should note that the employer does not accept unsolicited resumes from sources other than candidates themselves. Any such submissions may be treated as the company’s property, and no placement fee will be paid unless there is a valid, written, fully executed agency agreement in place.