03/28/2024
Address:
105 rue St-Jacques O
Business Management
Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more direct reports of line of business Executive. 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.
- Provides reception coverage and in charge of all front desk duties
- 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 executive's direct reports who are people managers in a large and diverse department or business group
- Coordinates and monitors budgets and reporting on results vs. budget
- 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
- Supports Leaders within the region
- Prepares expense claims and tracks expenses to ensure they stay within budget
- Makes travel arrangements, booking flight/hotel reservations as needed
- Completes and audits IT and ID attestations
- 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
- Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability
- 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
Daily Administrative Support for Premises & Business
- Tail-end onboarding/offboarding: equipment hand-off/collection, building & floor access, workstation assignment/release, office supplies, mobile device hand-off/collection
- Back-up support to Events Team for local region client-related events
- Support regional EA for any internal events (e.g., client closing dinners, employee send offs, executive holiday events)
- Ensure Iron Mountain shredding bins are cleared
- Mail sorting & courier shipping/receiving
- Daily floor support & daily floor walkthrough, to ensure space is maintained (PPE, kitchen supplies, maintain executive kitchen (FCP only), central office supplies, broken equipment, open request for workspace repairs, etc.)
- Meeting room preparedness including IT resources, point of contact for technology issues, refreshments
- Coffee vendor management
- Process AP invoices
- OneSpan access
- Workspace Manager – Seat reservation tool
- Wireless report reviews
- Access card roster attestation
- Maintain department email distribution list(s)
- Update and validate Serraview floor plans
- Order business cards and signature stamps (as required)
Must Have:
- 1 year Admin Experience (minimum)
- Verbal & written communication skills - Excellent
- Organization skills - Excellent
- Collaboration & team skills – Excellent
- Analytical and problem solving skills - Excellent
- Technical skills (MS Excel, PowerPoint, SharePoint, etc.) - Excellent
Nice to Have
- BMO, FI or commercial banking experience
This position requires proficiency in a language other than French to interact, support and/or provide services to non-French speaking customers, employees and/or partners inside and/or outside the province of Quebec.
This position requires proficiency in English to interact, support and/or provide services to non-French speaking customers, employees and/or partners inside and/or outside the province of Quebec.
Compensation and Benefits:
$44,500.00 - $82,500.00
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
We’re here to help
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/ca/en.
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.
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.
