Executive Assistant

Address:

BMO Capital Markets is a leading, full-service financial services provider. We offer corporate and investment banking, treasury management, as well as research and advisory services to clients around the world. #bmocapitalmarkets

The Executive Assistant provides high-level administrative, operational, and strategic support to the  Head of AI & Chief Data & Analytics Officer (CDAO) for BMO Capital Markets and their leadership team. This role supports the smooth operation of the AI, Data & Analytics function while contributing to process improvements, technology-driven efficiencies, and strategic initiatives across Capital Markets. It combines executive-level support with hands-on coordination across a fast-paced, data‑centric organization.

Key Responsibilities

Executive & Strategic Support

• Manage complex calendars, meeting logistics, and confidential communications for senior executives.
• Assist with strategic initiatives by analyzing data, breaking down problems, and providing actionable insights.
• Build and maintain strong relationships with internal and external stakeholders to support business objectives.

Event & Project Coordination

• Lead planning, coordination, and execution of department events and special projects.
• Organize work information to ensure accuracy and completeness across initiatives.

Operational Excellence

• Identify and implement process improvements for efficiency and streamlined reporting.
• Integrate information from multiple sources to enhance analysis and enable better decision-making.
• Employ systems such as customized exception reports and tracking tools to manage information effectively.

Financial Oversight

• Monitor budgets, process invoices in adherence to vendor agreements, and track expenses against budget.
• Prepare and log departmental expense claims and reports.

Communication & Documentation

• Draft, edit, and distribute tailored messaging, presentations, and correspondence.
• Assist with communication materials for leadership updates, documentation, and Capital Markets data initiatives.
• Dispatch outgoing communications.
• Develop and maintain filing systems (paper and electronic) to ensure operational reports and documentation are readily available.

Travel & Logistics

• Make travel arrangements, including flight and hotel bookings, ensuring cost efficiency and compliance.

Premises & Facilities Coordination

• Liaise with internal teams and external vendors for office planning, relocations, furniture requirements, and building-related matters while minimizing business disruption.

Inventory & Supplies Management

• Maintain supplies inventory by monitoring stock levels, anticipating needs, and expediting orders.

Scheduling & Training

• Manage vacation and absence scheduling across the team, resolving conflicts and ensuring consistency.
• Coordinate staff training requirements, including research, booking, and confirmations.

Team Development

• Provide coaching and mentoring to junior administrative staff to build capability and support career growth.

Qualifications

• Experience: 7+ years of progressive administrative experience, ideally supporting senior executives.
• Skills:
  • Strong organizational, analytical, and communication skills.
  • Proficiency in MS Office, enterprise systems, and familiarity with AI-enabled productivity tools and reporting software (e.g., Copilot)
  • Ability to work independently and exercise sound judgment.
• Competencies:
  • Verbal & written communication skills – In-depth.
  • Collaboration & team skills – In-depth.
  • Analytical and problem-solving skills – In-depth.
  • Influence skills – In-depth.

The salary range for this role is $60,000 up to $80,000 CAD (subject to the candidate meeting the specific skills, experience, education, and qualification requirements)

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.