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Job Information

BMO Financial Group Executive Assistant in Chicago, Illinois

Description:

Provides a variety of general office support services and clerical tasks to support to one or more business groups and facilitate group operations. Collaborates with internal and external stakeholders to facilitate delivery of business objectives in accordance with applicable policies, processes, and controls. Troubleshoots and resolves routine problems according to policies, standard procedures, schedules, and deadlines and maintains audit trails, or escalates non-routine problems.

  • Develops solutions and makes recommendations based on an understanding of the business strategy and stakeholder needs.

  • Conducts independent analysis and assessment to resolve strategic issues.

  • Builds effective relationships with internal/external stakeholders.

  • Breaks down strategic problems, and analyses data and information to provide insights and recommendations.

  • Monitors and tracks performance, and addresses any issues.

  • Leads or participates in defining the communication plan designed to positively influence or change behaviour; develops tailored messaging; and identifies appropriate distribution channels.

  • Provides input into the planning and implementation of operational programs.

  • Recommends changes in procedures and resources.

  • Compiles, copies, sorts, and files records of office activities and business transactions. Administers a filing system to ensure the availability of business and operational reports, forms, and other documentation. Creates, maintains, and enters information into databases.

  • Prepares funding approval requests for department projects.

  • Tracks, verifies, and processes department budget and capital expenditure invoices. Resolves or escalates invoice discrepancies in accordance with accounts payable policies, procedures, and vendor agreements.

  • Assists with the coordination and processing of work orders for equipment warranties, maintenance, and repairs (e.g. documents, tracks, and communicates maintenance requests to appropriate areas for execution).

  • Maintains office supplies inventory, checks inventory of supply stocks, places and facilitates the execution of office supply orders, and verifies receipt.

  • Schedules meetings and coordinates applicable audio-visual equipment, catering, room setup, and conference calls.

  • Books travel arrangements and prepares itineraries for management.

  • Answers central phone lines, responds to and resolves or escalates inquiries for resolution

  • Supports the development of tailored messaging by writing, editing, and distributing communications materials (e.g. correspondence, agendas, presentations, proposals, reports, bulk emails, and policies and procedures) and dispatching outgoing communication.

  • Processes modifications and updates to departmental procedures for manager’s approval, ensuring new information and procedures are provided to the team.

  • Verifies staff timesheets and collects and tracks staff attendance data (e.g. overtime, sick, and vacation time) in accordance with applicable guidelines to ensure consistency and determine staff availability.

  • Liaises with internal business units and external vendors to coordinate and implement changes to premises to accommodate incoming and outgoing staff and contractors (e.g. relocations, office planning and new furniture requirements) with minimal interruptions to business operations.

  • Focus may be on a business/group.

  • Thinks creatively and proposes new solutions.

  • Exercises judgment to identify, diagnose, and solve problems within given rules.

  • Works mostly independently.

  • Broader work or accountabilities may be assigned as needed.

Qualifications:

Qualifications:

  • A minimum of 5 years of relevant experience and/or certification in related field of study or an equivalent combination of education and experience.

  • Good knowledge and understanding of the business unit’s key products and services, processes, and controls.

  • Good understanding of the business unit’s risk and regulatory requirements.

  • Good knowledge and understanding of routine procedures and/or processes of the work team.

  • Strong knowledge of transactional documentation types, workflow priorities, and deadlines of processing areas that interact with the business unit.

  • Specialized knowledge from education and/or business experience.

  • Verbal & written communication skills - In-depth.

  • Collaboration & team skills - In-depth.

  • Analytical and problem solving skills - In-depth.

  • Influence skills - In-depth.

We’re here to help

At BMO Harris Bank we have a shared purpose; we put the customer at the center of everything we do – helping people is in our DNA. For 200 years we have thought about the future—the future of our customers, our communities and our people. We help our customers and our communities by working together, innovating and pushing boundaries to bring them our very best every day. Together we’re changing the way people think about a bank.

As a member of the BMO Harris Bank 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://bmoharriscareers.com .

BMO Harris Bank 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. BMO Harris Bank N.A. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Job Field:

Administration

Job Schedule:

full-time

Primary Location:

United States-Illinois-Chicago

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