BMO U.S.
Overview
Executive Assistant role at BMO U.S. Location: San Francisco, CA. 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 ensures administrative and operational processes and control standards are followed, while seeking opportunities to improve and contribute to the effective and efficient operation of the business group. Responsibilities
Establishes administrative support and reception best practices and ensures consistent adoption. Identifies, develops, recommends and implements cost-saving opportunities and seeks approval for recommendations. Provides subject matter expertise and advice related to assigned strategic initiatives and acts as relationship management for assigned initiatives. Builds effective relationships with internal and external stakeholders. Breaks down strategic problems, analyzes data and information to provide insights and recommendations. Gathers and formats data into regular and ad-hoc reports and dashboards. Leads the planning, coordinating and implementing department events. Builds change management plans of varying scope and type; leads or participates in change management activities including readiness assessments, planning, stakeholder management, execution, evaluation and sustainment of initiatives. Provides senior-level administrative and operational support within a large, diverse team including one or more senior executives. May manage and supervise the day-to-day functions of an administrative team. Manages sensitive communications, Outlook inbox, reports, invoices, and related documents for the assigned Executive; maintains confidentiality. Tracks and distributes recognition awards on behalf of the Executive, as applicable. Resolves escalated issues. Leads the execution of administrative programs; assesses and adapts as needed to ensure quality of execution. Manages and monitors calendars and upcoming events; dispatches meeting invitations, books meeting rooms and arranges resources for smooth 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 are readily available. Supports the development of tailored messaging, including writing, editing and distributing communications (e.g., correspondence, presentations, policies and procedures). Dispatches outgoing communications; answers central phone line, responds to and resolves/escalates inquiries. Processes invoices for payment in accordance with documented processes and vendor agreements. Prepares and logs departmental expense claims and reports; tracks expenses to ensure they stay within budget. Makes travel arrangements as needed. Liaises with internal business units and external vendors and participates in local coordination of premises and building matters, including staff and contractors, relocations, office planning and new furniture requirements while minimizing interruptions to business operations. Maintains supplies inventory by checking stock, forecasting needs, placing and expediting orders, and verifying receipt of supplies. Ensures vacation and absence scheduling is documented, follows guidelines, and is managed consistently across employees; identifies scheduling conflicts for resolution. Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.). Collaborates with internal and external stakeholders to deliver on business objectives. Organizes work information to ensure accuracy and completeness. Focus is primarily on the business group within BMO; may have a broader, enterprise-wide focus. Exercises judgment to identify, diagnose, and solve problems within given rules. Works independently on a range of complex tasks, including unique situations. Broader work or accountabilities may be assigned as needed. Qualifications
Typically 8+ years of relevant experience with a minimum of 2 years managing other administrative staff; post-secondary degree in a related field. Technical proficiency gained through education and/or business experience. Verbal and written communication skills – in-depth. Collaboration and teamwork skills – in-depth. Analytical and problem-solving skills – in-depth. Influence skills – in-depth. Data-driven decision making – in-depth. Salary and Benefits
Salary: $57,500.00 - $106,500.00. Pay Type: Salaried. The above represents BMO Financial Group's pay range and type. Salaries may vary based on location, skills, experience, education and qualifications for the role, and may include commission or incentives. Salaries for part-time roles are pro-rated. The total compensation package may include performance-based incentives, discretionary bonuses, and other perks and rewards. BMO offers health insurance, tuition reimbursement, retirement savings plans, and other benefits. For details, see the Total Rewards page. About Us
BMO is proud to be an equal employment opportunity employer. We evaluate applicants without regard to race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, transgender status, 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 providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation, please email BMOCareers.Support@bmo.com with your request and contact information.
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Executive Assistant role at BMO U.S. Location: San Francisco, CA. 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 ensures administrative and operational processes and control standards are followed, while seeking opportunities to improve and contribute to the effective and efficient operation of the business group. Responsibilities
Establishes administrative support and reception best practices and ensures consistent adoption. Identifies, develops, recommends and implements cost-saving opportunities and seeks approval for recommendations. Provides subject matter expertise and advice related to assigned strategic initiatives and acts as relationship management for assigned initiatives. Builds effective relationships with internal and external stakeholders. Breaks down strategic problems, analyzes data and information to provide insights and recommendations. Gathers and formats data into regular and ad-hoc reports and dashboards. Leads the planning, coordinating and implementing department events. Builds change management plans of varying scope and type; leads or participates in change management activities including readiness assessments, planning, stakeholder management, execution, evaluation and sustainment of initiatives. Provides senior-level administrative and operational support within a large, diverse team including one or more senior executives. May manage and supervise the day-to-day functions of an administrative team. Manages sensitive communications, Outlook inbox, reports, invoices, and related documents for the assigned Executive; maintains confidentiality. Tracks and distributes recognition awards on behalf of the Executive, as applicable. Resolves escalated issues. Leads the execution of administrative programs; assesses and adapts as needed to ensure quality of execution. Manages and monitors calendars and upcoming events; dispatches meeting invitations, books meeting rooms and arranges resources for smooth 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 are readily available. Supports the development of tailored messaging, including writing, editing and distributing communications (e.g., correspondence, presentations, policies and procedures). Dispatches outgoing communications; answers central phone line, responds to and resolves/escalates inquiries. Processes invoices for payment in accordance with documented processes and vendor agreements. Prepares and logs departmental expense claims and reports; tracks expenses to ensure they stay within budget. Makes travel arrangements as needed. Liaises with internal business units and external vendors and participates in local coordination of premises and building matters, including staff and contractors, relocations, office planning and new furniture requirements while minimizing interruptions to business operations. Maintains supplies inventory by checking stock, forecasting needs, placing and expediting orders, and verifying receipt of supplies. Ensures vacation and absence scheduling is documented, follows guidelines, and is managed consistently across employees; identifies scheduling conflicts for resolution. Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.). Collaborates with internal and external stakeholders to deliver on business objectives. Organizes work information to ensure accuracy and completeness. Focus is primarily on the business group within BMO; may have a broader, enterprise-wide focus. Exercises judgment to identify, diagnose, and solve problems within given rules. Works independently on a range of complex tasks, including unique situations. Broader work or accountabilities may be assigned as needed. Qualifications
Typically 8+ years of relevant experience with a minimum of 2 years managing other administrative staff; post-secondary degree in a related field. Technical proficiency gained through education and/or business experience. Verbal and written communication skills – in-depth. Collaboration and teamwork skills – in-depth. Analytical and problem-solving skills – in-depth. Influence skills – in-depth. Data-driven decision making – in-depth. Salary and Benefits
Salary: $57,500.00 - $106,500.00. Pay Type: Salaried. The above represents BMO Financial Group's pay range and type. Salaries may vary based on location, skills, experience, education and qualifications for the role, and may include commission or incentives. Salaries for part-time roles are pro-rated. The total compensation package may include performance-based incentives, discretionary bonuses, and other perks and rewards. BMO offers health insurance, tuition reimbursement, retirement savings plans, and other benefits. For details, see the Total Rewards page. About Us
BMO is proud to be an equal employment opportunity employer. We evaluate applicants without regard to race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, transgender status, 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 providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation, please email BMOCareers.Support@bmo.com with your request and contact information.
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