Application Deadline: 11/21/2025

Address: 100 King Street West

Job Family Group: Business Management

The Office of Strategic Management (OSM) works closely with the bank’s C-suite and with senior leaders in each BMO business to drive strategic change and further integrate strategy and performance management, enabled by strong connectivity to the Operating Group Heads and their leadership teams, Finance, Technology & Operations, and Corporate Functions.

The Executive Assistant plays a key role in supporting OSM operations, specifically by assisting two executives within the group. The selected candidate will be responsible for a range of administrative duties, will oversee financial and human resources activities, and will provide professional support as required. Additionally, the candidate will ensure adherence to all administrative and operational procedures and control standards, while actively identifying and contributing to the implementation of process improvement initiatives that enhance group efficiency and effectiveness.

Core accountabilities:

• Delivers senior-level administrative and operational support to a large, diverse team, with a primary emphasis on direct support for two executives.
• Oversees calendar management and schedules upcoming events. Distributes meeting invitations, reserves meeting rooms, and coordinates required resources to ensure efficient meeting execution.
• Cultivates effective relationships with internal and external stakeholders.
• Collects and organizes data for both regular and ad-hoc reports and dashboards.
• Leads the planning, coordination, and execution of departmental events.
• Integrates information from various sources to streamline processes.
• Contributes to the planning and implementation of administrative programs.
• Coordinates budgets and monitors financial reporting against targets.
• Establishes and maintains comprehensive filing systems; ensures prompt access to business and operational documents, whether paper or electronic.
• Provides guidance and mentorship to junior administrative assistants, supporting their professional development and ability to fulfil current job responsibilities.
• Assists in the creation of tailored communications, including writing, editing, and distributing correspondence, presentations, policies, and procedures; manages outgoing communications.
• Processes invoices in accordance with established protocols and vendor agreements. Prepares and logs departmental expense claims and reports, actively tracking expenditures to remain within budgetary limits.
• Arranges travel, including booking flights and hotel accommodations as required.
• Acts as liaison with internal departments and external vendors, coordinating premises and building-related matters such as onboarding/offboarding staff and contractors, office relocations, space planning, and furniture requirements, while ensuring continuity of business operations.
• Manages vacation and absence scheduling, ensuring documentation adheres to guidelines, considers essential business needs, and resolves any scheduling conflicts.
• Coordinates staff training requirements, handling research, bookings, cancellations, and confirmations.
• Demonstrates creativity in problem-solving, exercising sound judgment to diagnose and resolve issues independently within established guidelines.

Qualifications:

• 5-7 yrs. or more of experience in administrative or professional support roles, with increasing responsibilities, and a post-secondary degree in a related field.
• Specialized knowledge gained through education or business experience is necessary.
• Required: strong verbal and written communication skills; collaboration and teamwork abilities; problem-solving skills; influence skills.