v Ability to deal with highly sensitive, confidential information and situations in a discreet and professional manner.
v Display sensitivity to tight deadlines as well as to multiple and changing priorities.
v Ability to act independently within specific parameters/guidelines and recognize matters requiring a sense of urgency.
v Manage the calendar of the Executive and ensure that all items critical to the business are on the Executive’s calendar in a timely manner. Prioritize requests for meetings with the Executive accordingly and ensure prompt responses to all requests.
v Where applicable, manage emails of the Executive you support by keeping their inbox organized (e,g. using a flagging system, categories, filing emails appropriately) and by actioning items or bringing to the attention of your Executive in a timely manner.
v Ensure telephones calls are fielded or answered in a timely and courteous manner and messages are taken accurately. Screen telephone calls and respond to routine inquiries.
v Manage the travel arrangements and itinerary for the Executive including making all travel arrangements.
v Manage the Executive’s attendance for meetings (e.g. prepare meeting packages – materials/notes needed for meeting) and speaking engagements (e.g. ensure speaker’s notes are completed and provided to the appropriate contacts).
v Provide support for preparation of presentations, letters, spreadsheets, etc. (e.g. editing, binding, photocopying).
v Communicate effectively verbally and in writing; and coordinates various aspects of internal communication as necessary.
v Represent the Executive in a professional manner when dealing with clients, the Executive’s direct reports and their EAs, EAs outside of the team, and the full team where applicable.
v Where applicable, develop and maintain an efficient filing system to ensure reports, correspondence and financial documentation are maintained and readily available.
v Provide back-up coverage for other team members during vacation or absences.
v Other duties as assigned by the Executive and the Senior Manager, Operations & Business Support.
v Act as myHR delegate for Executive on approving Time & Attendance in a timely manner.
v Maintain and track vacations of the Executive’s direct reports in accordance with BMO guidelines to ensure consistency in entitlement and to determine staff availability.
v Prepare and maintain the Executive’s expense and travel claims including claim preparation, credit card payments, reconciliation of financial transactions with expense account; analysis and verification of out of pocket claims, travel claims and invoices prior to forwarding for approval.
v Review, investigate, follow-up and approve expense claims of behalf of the Executive in a timely manner and ensuring expenses are in accordance with BMO guidelines.
v Act as a conduit for the efficient flow of invoice processing for payment in adherence with regional office processes and BMO processing guidelines, and vendor agreements.
o Coding and approval of invoices and expense claims via BMO SmartProcure system
v Ensure operational effectiveness/risk and compliance practices are adhered in a timely manner as per BMO standards:
o Support the completion of access certification (Aveksa)
o Support the Records Management requirements in a timely manner
o Support the process to create and maintain authorization documentation for credit or expense limits
v Keep up to date on changes to, processes, P&P and technologies to remain diligent in providing consistent work flows.
v Requires minimum 5-7 years’ experience in an administrative/professional support function in a fast paced environment, dealing with moderately complex issues and managing conflicting priorities, with moderate to high levels of risk.
v Post-Secondary education in a related field. Other professional related training and development to keep skills current, including office productivity software.
v Other professional related training and development to keep skills current, including office productivity software.
v Advanced knowledge of current department software (MS Office). Professional related training and development to keep skills current, including office productivity software
v Broad business knowledge and expert understanding of the organizational unit, its functions and customer groups
v Detailed oriented, extremely well organized, and able to manage time and expectations, and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines
v Positive and professional demeanour
v Strong interpersonal/communication skills
v Ability to multi task in a fast paced and demanding environment
v Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships
v Ability to deal with highly confidential and sensitive materials in an appropriate manner.
v Advanced communication skills, both written and verbal
v Ability to leverage knowledge of the organization and the supported business unit's uniqueness, to carry out accountabilities.
v Ability to work both independently and in a team environment
v Very proficient at administrative tasks.
v Advanced level PC skills (MS Office: Excel, Word, PowerPoint, Outlook and web browsers).
v Flexibility to changing environment