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Senior Executive Assistant At BMO Financial Group

Location: Toronto, Ontario

Job Description

MANDATE
The Senior Executive Assistant is accountable for providing executive support to the Head, Canadian Commercial Banking. This position is responsible for facilitating the effective and efficient management of the organizational and administrative functions of this office. Professionalism, confidentiality, and initiative in dealing with the day-to-day issues that arise are key elements and paramount in the performance of this role.
ACCOUNTABILITIES

Executive Support

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.

Human Resources Administration Accountabilities

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.

Financial Administration Accountabilities:

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

Risk and Control

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.


Qualifications

KNOWLEDGE:

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

SKILLS:

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

WORKING CONDITIONS
Operates within normal office conditions with minimal exposure to health risks

We’re here to help
At BMO we have a shared purpose; we put the customer at the centre of everything we do – helping people is in our DNA. For 200 years we have thought about the future—the future of our customers, our communities and our people. We help our customers and our communities by working together, innovating and pushing boundaries to bring them our very best every day. Together we’re changing the way people think about a bank.
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.
To find out more visit us at https://bmocareers.com .
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.

Job

Administration

Primary Location

Canada-Ontario-Toronto

Organisation

Commercial Banking-X000003

Schedule

full-time

Job Posting

05/02/19

Unposting Date

08/01/19