Executive Assistant (Commercial Banking)

Perform a variety of administrative and clerical tasks, financial and human resources administration and provide professional support to one or more Managers and their direct reports. This role delivers general office services, ensuring all administrative and operational processes and control standards are followed, while determining, developing, and participating in the implementation of improvement opportunities to contribute to the effective and efficient operation of the business group.

Responsibilities

• Provide subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.
• Build effective relationships with internal and external stakeholders.
• Break down strategic problems, analyze data, and provide insights and recommendations.
• Gather and format data into regular and ad‑hoc reports and dashboards.
• Lead the planning, coordination, and implementation of department events.
• Provide senior‑level administrative and operational support within a large, diverse team including one or more senior executives.
• Employ systems (e.g., customized exception reports, tracking reports) to manage information.
• Integrate information from multiple sources to enable more efficient processes, enhanced analysis, and streamlined reporting.
• Provide input into the planning and implementation of administrative programs.
• Coordinate and monitor budgets and report on results versus budget.
• Coach and mentor junior administrative assistants to develop their capabilities.
• Manage and monitor calendars and upcoming events, dispatch meeting invitations, book meeting rooms, and arrange resources for efficient meeting facilitation.
• Develop and maintain a filing system, ensuring business and operational reports, forms, and documentation are readily available.
• Support the development of tailored messaging, including writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Dispatch outgoing communications, answer the central phone line, and resolve or elevate inquiries.
• Process invoices for payment in adherence with documented processes and guidelines.
• Prepare and log departmental expense claims and reports, tracking expenses to ensure they stay within budget.
• Make travel arrangements, booking flight and hotel reservations as needed.
• Liaise with internal business units and external vendors and participate in the local coordination of premises and building matters, including staff and contractor visits, relocations, office planning, and furniture requirements.
• Maintain supplies inventory, placing orders and verifying receipt of supplies.
• Ensure all vacation and absence scheduling is documented, takes business needs into account, follows guidelines, and is managed consistently across employees.
• Coordinate training requirements for staff.
• Collaborate with internal and external stakeholders to deliver on business objectives.
• Organize work information to ensure accuracy and completeness.
• Consider a focus on a specific business or group.
• Think creatively and propose new solutions.
• Exercise judgment to identify, diagnose, and solve problems within given rules.
• Work mostly independently.
• Broader work or accountabilities may be assigned as needed.
• Take measured risks while protecting the bank by applying the Risk Management Framework, in line with the organization’s risk appetite, aligning to business strategy, protecting assets, and adhering to policy documents, laws, and regulations.

Qualifications

• Typically 7+ years of relevant experience in an administrative or professional support function, demonstrating progressive responsibility and a post‑secondary degree in a related field.
• Specialized knowledge gained from education and/or business experience.
• Excellent verbal and written communication skills.
• Strong collaboration and team skills.
• Analytical and problem‑solving skills.
• Influence skills.

Compensation

$43,200.00 – $80,300.00 (Salaried)

Salaries may vary based on location, skills, experience, education, and qualifications. They may also include a commission structure. Salaries for part‑time roles are pro‑rated. BMO offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. For more benefits details, visit