Executive Assistant, Office of Strategic Management

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The Office of Strategic Management (OSM) works closely with the banks C-suite and with senior leaders in each BMO business to drive strategic change and further integrate strategy and performance management enabled by strong connectivity to the Operating Group Heads and their leadership teams Finance Technology & Operations and Corporate Functions.

The Executive Assistant plays a key role in supporting OSM operations specifically by assisting two executives within the group. The selected candidate will be responsible for a range of administrative duties will oversee financial and human resources activities and will provide professional support as required. Additionally the candidate will ensure adherence to all administrative and operational procedures and control standards while actively identifying and contributing to the implementation of process improvement initiatives that enhance group efficiency and effectiveness.

Core accountabilities:

• Delivers senior-level administrative and operational support to a large diverse team with a primary emphasis on direct support for two executives.
• Oversees calendar management and schedules upcoming events. Distributes meeting invitations reserves meeting rooms and coordinates required resources to ensure efficient meeting execution.
• Cultivates effective relationships with internal and external stakeholders.
• Collects and organizes data for both regular and ad-hoc reports and dashboards.
• Leads the planning coordination and execution of departmental events.
• Integrates information from various sources to streamline processes.
• Contributes to the planning and implementation of administrative programs.
• Coordinates budgets and monitors financial reporting against targets.
• Establishes and maintains comprehensive filing systems; ensures prompt access to business and operational documents whether paper or electronic.
• Provides guidance and mentorship to junior administrative assistants supporting their professional development and ability to fulfil current job responsibilities.
• Assists in the creation of tailored communications including writing editing and distributing correspondence presentations policies and procedures; manages outgoing communications.
• Processes invoices in accordance with established protocols and vendor agreements. Prepares and logs departmental expense claims and reports actively tracking expenditures to remain within budgetary limits.
• Arranges travel including booking flights and hotel accommodations as required.
• Acts as liaison with internal departments and external vendors coordinating premises and building-related matters such as onboarding/offboarding staff and contractors office relocations space planning and furniture requirements while ensuring continuity of business operations.
• Manages vacation and absence scheduling ensuring documentation adheres to guidelines considers essential business needs and resolves any scheduling conflicts.
• Coordinates staff training requirements handling research bookings cancellations and confirmations.
• Demonstrates creativity in problem-solving exercising sound judgment to diagnose and resolve issues independently within established guidelines.

Qualifications:

• 5-7 yrs. or more of experience in administrative or professional support roles with increasing responsibilities and a post-secondary degree in a related field.
• Specialized knowledge gained through education or business experience is necessary.
• Required: strong verbal and written communication skills; collaboration and teamwork abilities; problem-solving skills; influence skills.

The above represents BMO Financial Groups 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 Groups expected target for the first year in this position.

BMO Financial Groups 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: 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. Well 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 well help you gain valuable experience and broaden your skillset.

To find out more visit us at is committed to an inclusive equitable and accessible workplace. By learning from each others 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.

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.