Executive Assistant

Address:

Job Family Group:

The Executive Assistant provides senior-level administrative and operational support to the US Head of BMO Global Asset Management. The role serves as a trusted partner in managing the executive’s schedule, priorities, communications, meetings, travel, and day-to-day administrative requirements.

Working with a high degree of discretion, judgment, and independence, the Executive Assistant helps ensure the effective operation of the U.S. Asset Management leadership office. The role coordinates across internal and external stakeholders, anticipates needs, resolves issues, and improves administrative processes and execution.

•  Senior executive support and complex calendar management

•  Meeting, travel, expense, and communication coordination

•  Confidential information and stakeholder management

•  Operational support for a growing U.S. Asset Management business

•  Reporting, tracking, onboarding, and process improvement

•  Independent judgment, prioritization, and issue resolution

•  Manage a complex and frequently changing executive calendar, ensuring effective prioritization of meetings, commitments, and business activities.

•  Coordinate internal and external meetings, including invitations, conference rooms, technology, materials, agendas, and logistics.

•  Anticipate scheduling conflicts and proactively recommend solutions based on business priorities.

•  Coordinate domestic and international travel arrangements, itineraries, and related logistics.

•  Prepare and process expense reports, invoices, and other administrative documentation in accordance with established policies and procedures.

•  Prepare, organize, and distribute presentations, reports, correspondence, and other executive materials.

•  Track follow-up items, commitments, and action items to help ensure timely completion.

•  Draft, edit, and distribute routine communications on behalf of the executive, as appropriate.

•  Coordinate leadership meetings, town halls, off-sites, employee events, and other stakeholder engagements.

•  Support onboarding activities, including coordination of office access, equipment, workspace, and related administrative requirements.

•  Develop and maintain administrative systems, trackers, and processes that improve organization, efficiency, and follow-through.

•  Organize and maintain electronic and physical records, files, and reference materials.

•  Build effective relationships with senior leaders, employees, external stakeholders, and business partners.

•  Handle confidential and sensitive information with sound judgment, professionalism, and discretion.

•  Exercise independent judgment in managing competing priorities and resolving administrative and operational issues.

•  Support additional business initiatives and special projects as required.

•  Seven or more years of progressively responsible experience supporting senior executives in a complex, fast-paced business environment.

•  Demonstrated experience managing complex calendars, travel arrangements, meetings, expenses, and executive communications.

•  Strong organizational, planning, and prioritization skills with exceptional attention to detail.

•  Excellent written and verbal communication skills.

•  Strong interpersonal skills and the ability to build effective working relationships with senior leaders, employees, and external stakeholders.

•  Ability to handle highly confidential and sensitive information with discretion and sound judgment.

•  Proven ability to anticipate needs, work independently, and manage multiple priorities simultaneously.

•  Strong problem-solving skills and a proactive, service-oriented approach.

•  Proficiency with Microsoft Outlook, Word, PowerPoint, Excel, Teams, and related business applications.

•  Experience in financial services or another professional services environment is preferred.

•  Post-secondary education is preferred

Salary:

Pay Type:

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 http://jobs.bmo.com/us/en

BMO is proud to be an equal employment opportunity employer. We evaluate applicants without regard to race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, transgender status, sexual stereotypes, age, status as a protected veteran, status as an individual with a disability, or any other legally protected characteristics. We also consider applicants with criminal histories, consistent with applicable federal, state and local law.

BMO is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please send an e-mail to [email protected] and let us know the nature of your request and your contact information.

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.