Executive Assistant, BMO Insurance

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Performs a variety of administrative and clerical tasks, including financial and human resources administration, and provides professional support to one or more managers and their direct reports. The role provides general office services, ensuring all administrative and operational processes and control standards are followed, while seeking to identify, develop, and implement improvement opportunities—contributing to the effective and efficient operation of the business group.

• Manages and monitors managers’ calendars, upcoming events, deadlines, and priorities. Dispatches meeting invitations, books meeting rooms, and arranges resources and other requirements to support smooth and efficient meeting facilitation.
• Coordinates travel and offsite arrangements, including booking travel, accommodations, event/seminar registrations, and preparing meeting itineraries.
• Processes invoices for payment in adherence to documented processes, guidelines, and vendor agreements.
• Prepares and logs departmental expense claims and reports. Ensures incoming/outgoing expenses and reports are properly documented and remain within budget.
• Provides subject matter expertise and advice related to assigned strategic initiatives and acts as relationship manager for assigned initiatives.
• Develops and leverages relationships across LOBs, with executives and managers, and externally. Fosters intra-group coordination while executing responsibilities.
• Breaks down strategic problems and analyzes data and information to provide insights and recommendations.
• Leads the planning, coordination, and implementation of department events.
• Coordinates agenda, attendees, timing, and resources for the BMO Insurance Risk Management Committee, and prepares and compiles materials to be presented by various stakeholders.
• Acts as Secretary to the Risk Committee, including drafting minutes and preparing presentation materials.
• Coordinates Own Risk and Solvency Assessment (“ORSA”) meetings. Manages and organizes all required meetings and assists the CRO, Insurance, in preparing presentation materials.
• Maintains and updates a database of all Policies and Standards (Corporate and Subsidiaries). Prepares an annual schedule report for the Board of Directors of Canadian Subsidiaries and monitors the review of subsidiary policies for presentation to their Boards. Monitors changes to applicable corporate policies and standards and prepares a comprehensive summary of changes for Board adoption.
• Manages and coordinates Quarterly Presentation Letter, Quarterly Insurance Risk Corporate Policy Certification, Access Certification, and Security Access.
• Provides senior-level administrative and operational support within a large, diverse team, including one or more senior executives.
• Employs systems (e.g., customized exception reports, tracking reports) to manage information for managers and their teams.
• Integrates information from multiple sources to enable more efficient processes, enhanced analysis, and streamlined reporting.
• Provides input into the planning and implementation of administrative programs.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation (paper or electronic) are readily available.
• Supports the development of tailored messaging, including writing, editing, and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Dispatches outgoing communications, responds to inquiries, and resolves or escalates issues as needed.
• Anticipates supply needs; places and expedites orders; verifies receipt of supplies.
• Ensures vacation and absence scheduling is documented, considers critical business needs, follows guidelines, and is managed consistently across the group. Identifies scheduling conflicts for resolution.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Collaborates with internal and external stakeholders to deliver on business objectives.
• Exercises judgment to identify, diagnose, and solve problems within established guidelines. Demonstrates creativity in proposing solutions.
• Works both independently and collaboratively within the team.
• Maintains confidentiality when handling sensitive or high-level information.
• Coordinates onboarding and offboarding of employees (first-day arrangements, computer setup, access passes, etc.). Maintains organization charts and HR files (where appropriate). Distributes relevant information to the team and stakeholders.
• Broader work or accountabilities may be assigned as needed.

Qualifications

• Typically, 4+ years of relevant experience in an administrative/professional support function, demonstrating progressive responsibility, and a post-secondary degree in a related field.
• Specialized knowledge gained through education and/or business experience.
• Advanced verbal and written communication skills.
• Strong collaboration and team skills.
• In-depth analytical and problem-solving skills.
• In-depth influence and negotiation skills.
• Proficiency in Microsoft Office, Adobe Acrobat, and other assigned programs.
• Exceptional customer service skills and project coordination experience.

The above represents BMO Financial Group’s pay range and type.

Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position.

BMO Financial Group’s total compensation package will vary based on the pay type of the position and may include performance-based incentives, discretionary bonuses, as well as other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards

About Us

At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world.

As a member of the BMO 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://jobs.bmo.com/ca/en.

BMO 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. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter.

Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes.