Senior Administrative Assistant

Qualifications
Specialized knowledge
Verbal & written communication skills - Good
Organization skills - Good
Collaboration & team skills - Good
Analytical and problem solving skills - Good
Benefits
$45,+00.00 - $73,700.00
The above represents BMO Financial Group’s pay range and type
Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure
Salaries for part-time roles will be pro-rated based on number of hours regularly worked
For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position
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 also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans
Responsibilities
Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports
The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group
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
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
Supports the coordination and implementation of department events
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 including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations
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; identifies scheduling conflicts for resolution
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
We’ll support you with the tools and resources you need to reach new milestones, as you help our customers reach theirs
Job description
Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports. The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.
• 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. Supports the coordination and implementation of department events.
• 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 including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• 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; identifies scheduling conflicts for resolution.
• 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 post-secondary degree in related field of study desirable.
• Specialized knowledge.
• Verbal & written communication skills - Good.
• Organization skills - Good.
• Collaboration & team skills - Good.
• Analytical and problem solving skills - Good.

Salary:

$45,+00.00 - $73,700.00

Pay Type:

Salaried

The above represents BMO Financial Group’s pay range and type.

Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.

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 also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards

About Us

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

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://jobs.bmo.com/us/en

BMO is proud to be an equal employment opportunity employer. We evaluate applicants without regard to race, religion, color, national origin, *** (including pregnancy, childbirth, or related medical conditions), ****** orientation, gender identity, gender expression, transgender status, ****** stereotypes, age, status as a protected veteran, status as an individual with a disability, or any other legally protected characteristics. We also consider applicants with criminal histories, consistent with applicable federal, state and local law.

BMO is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please send an e-mail to BMOCareers.Support@bmo.com and let us know the nature of your request and your contact information.

Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.

United States
California
Walnut Creek Show on map Get directions