Administrative Assistant

About the role

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 all administrative and operational processes and control standards are followed while seeking to determine, develop, and implement improvement opportunities to contribute to the effective and efficient operation of the business group.

Supports the execution of strategic initiatives, including tracking metrics and milestones. Builds effective relationships with internal and external stakeholders, analyzes data to provide insights and recommendations, and leads the planning, coordinating, and implementing of department events.

Responsibilities

• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• Coordinates and monitors budgets and reports on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants.
• Manages and monitors calendars, dispatches meeting invitations, books meeting rooms, and arranges resources for efficient meeting facilitation.
• Supports the coordination and implementation of department events.
• Develops and maintains a filing system for business and operational reports, forms, and documentation.
• Supports the development of tailored messaging, including writing, editing, and distributing communications (e.g., correspondence, presentations, policies, and procedures).
• Dispatches outgoing communications and answers the central phone line, resolving or escalating inquiries.
• Processes invoices for payment in adherence with documented processes, guidelines, and vendor agreements.
• Prepares and logs departmental expense claims and reports, tracking expenses to ensure they stay within budget.
• Makes travel arrangements, including booking flights and hotel reservations.
• Liaises with internal business units and external vendors on premises and building-related matters (e.g., relocations, office planning, furniture requirements).
• Maintains supplies inventory by checking stock, anticipating needs, placing orders, and verifying receipt.
• Ensures vacation and absence scheduling is documented, follows guidelines, and is managed consistently across the group.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations).
• Collaborates with internal and external stakeholders to deliver on business objectives.
• Organizes work information to ensure accuracy and completeness.
• Completes complex and diverse tasks within given rules and handles escalations from other employees.
• Analyzes issues and determines next steps.
• Applies the Risk Management Framework to make sound, risk-informed decisions aligned with business strategy and policy.

Requirements

• Typically between 3-5 years of experience in an administrative/professional support function.
• Post-secondary degree in a related field of study is desirable.
• Experience in managing travel and related expenses.
• Experience in managing calendars and organizing events and meetings.
• Ability to support senior leaders and onboard new hires.
• Proficiency with MS Office Suite.

Skills

• Verbal and written communication – Good.
• Organization – Good.
• Collaboration and team skills – Good.
• Analytical and problem-solving – Good.

Pay

Salary range: $41,714.00 - $69,000.00 (salaried). Salaries vary based on factors such as location, skills, experience, education, and qualifications. Part-time roles are pro-rated based on hours worked. For commission roles, the listed salary represents the expected target for the first year. Total compensation may include performance-based incentives, discretionary bonuses, and other perks and rewards.

Benefits

• Health insurance.
• Tuition reimbursement.
• Accident and life insurance.
• Retirement savings plans.

For more details, visit BMO Total Rewards.