Title: Reception/Administration
Location: Canada-Ontario-Toronto
Other Locations:
The Administrative Assistant is accountable for providing high quality administrative and professional support for 5 or more professionals within a medium to large size business group on activities that generally span up to a 6-month timeframe. Monitors and ensures that all established administrative and operational processes and control standards are followed. In addition, performs basic project support, client support, and information gathering functions for purposes of contributing to the overall effective and efficient operation of the business group.
General Office Administration Accountabilities:
• Support various business unit projects, such as coordination of moves, relocations, team restructures all requiring some central logistics support and assist in event planning and coordination.
• Preparation of client presentations and spreadsheets/charts/graphs/tables. Prepares organization centric and standard correspondence, reports and presentations ensuring completed material is produced in a timely manner.
• Logs, verifies, and monitors expenses and develops and maintains an efficient filing system to ensure reports, correspondence and financial documentation are maintained and readily available. Establishes and maintains organized electronic filing systems to ensure that business and operational reports, forms, and other business documentation are readily available.
• Runs monthly reports from Siebel and interfaces with internal departments on client mailings and external events.
• Prepares and dispatches outgoing mail, interfaces with selected couriers to ensure packages have been delivered within established timeframes. Screens telephone calls and responds to routine and moderately complex inquiries.
• Interfaces with premises and building maintenance relative to relocation, office planning and furniture requirements, to minimize interruptions to business operations. Participates in planning, coordinating and implementing department events.
• Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
• Interfaces with clients executives (CEO, CFO, or senior managers of that client’s business) on behalf on business leaders in coordination of meetings, events, presentations, or pitches.
Professional Support Accountabilities:
• Manages calendars and contacts of several members of the group. Schedules meetings, prepares itineraries, and coordinates with service providers and external venues to arrange and confirm logistics.
• Develops and leverages relationships across LOBs, with executives, senior managers and external clients to foster and support intra-group coordination while carrying out accountabilities.
• Maintains and monitors professional’s calendars of scheduled appointments, upcoming events and matters requiring immediate attention. Coordinates agendas, and dispatches meeting invitations and agendas to attendees, books meeting rooms and arranges for IT resources and refreshments in support of a smooth and efficient meeting facilitation. Arranges travel arrangements and maintains travel expense account.
• Acts as a communication channel for organization centric communications such as communications boards, email distributions to facilitate timely and effective communications to staff. Responds to inquiries on the department’s behalf, or escalates related matters as appropriate.
• Maintains confidential client information for the business, team, or leadership and ensures information is handled appropriately.
• Oversees compliance requirements for the group, ensuring that policy is adhered to and on-going requirements are completed.
Financial Administration Accountabilities:
• Monitors and analyzes project expenses to ensure they are within budget and reallocated to the appropriate expense/client code.
• Acts as a conduit for the efficient flow of invoice processing for payment in adherence with division processes, guidelines and vendor agreements.
• Administers a tracking system in adherence with reporting guidelines to ensure that staff members are aligned appropriately to their reporting units and with correct resource coding.
Human Resources Administration Accountabilities:
• Maintains and tracks staff vacations and absences in accordance with divisional guidelines to ensure consistency in entitlement and to determine staff availability. Participates in resolution of issues.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.
· Requires minimum of 3 years experience in an administrative/professional support function in a fast paced environment.
· Undergraduate degree or advance college diploma in business administration. Other professional related training and development to keep skills current, including office productivity software, and related products.
· Solid level of knowledge of bank financial processing standards, and key business processes.
· Very good general business knowledge and specific understanding of the organizational unit, its functions and products and customer groups.
· Very good understanding of processes, policies and procedures required for providing support to the business unit.
· Basic level knowledge of financial and accounting principles, and human resources policy.
· Detail oriented, well organized, and able to manage time and multi-task to accomplish a variety of tasks, sometimes with conflicting priorities and timelines.
· Ability to prepare reports and presentations, with guidance and upon receipt of moderate amounts of business information.
· Intermediate level PC skills (MS Office: Excel, Word, PowerPoint, Outlook, Visio; Lotus; web browsers).
· Well-developed communication skills, both written and verbal.
Proficient at managing multi-line phone system and ability to direct calls in a prioritized manner.
· Ability to deal with clients in a professional and courteous manner, and to develop professional working relationships.
· Ability to use knowledge of the organization and the supported business unit’s uniqueness, to carry out accountabilities.
· Ability to work both independently, as well as contribute to the cohesion of a team.
· Ability to deal with confidential materials in an appropriate manner.
At our company, we have been helping our customers and communities for over 195 years. Working with us means being part of a team of talented and passionate individuals with a shared focus on working together to deliver great customer experiences. We stand behind your success with the support you need to turn your potential into performance.
To find out more visit our website atwww.bmo.com/careers.
BMO Financial Group is committed to an inclusive and barrier-free workplace. By embracing diversity, we gain strength through our people and our perspectives.
Capital Markets
Organization: Business Services-X000015