Provides comprehensive administrative, operational, financial, and human resources support to one or more Executives and their direct reports. Serves as a trusted partner, ensuring the seamless coordination of executive priorities, daily operations, and business activities. Delivers a broad range of office management and administrative services while maintaining compliance with established processes, governance requirements, and control standards. Demonstrates sound judgment, initiative, and a continuous improvement mindset by identifying opportunities to enhance efficiency, streamline workflows, improve reporting, and support business objectives.

Key Responsibilities

- Manages complex executive calendars, priorities, and day-to-day activities, including ad hoc and time-sensitive requests.
- Coordinates meetings and events by scheduling appointments, managing invitations, securing meeting space, arranging resources, and ensuring seamless execution.
- Leads the planning, coordination, and delivery of departmental meetings, town halls, conferences, and employee engagement events.
- Provides subject matter expertise and administrative leadership for strategic initiatives, acting as a key liaison and relationship manager for assigned projects.
- Builds and maintains strong partnerships with internal and external stakeholders, fostering collaboration and effective communication.
- Develops, analyzes, and maintains regular and ad hoc reports, dashboards, presentations, and business metrics.
- Oversees governance and compliance activities, including HGL420 reviews, Gifts & Entertainment monitoring, asset attestations, system access certifications,



and wireless usage audits.
- Coordinates and supports employee lifecycle activities, including onboarding, transfers, role changes, departures, and workspace transitions.
- Integrates information from multiple sources to improve processes, strengthen reporting capabilities, and support informed decision-making.
- Maintains organized filing and record-management systems, ensuring business documentation is accurate, secure, and readily accessible.
- Drafts, edits, and distributes qualified communications, presentations, announcements, correspondence, and procedural documentation.
- Manages outgoing communications and serves as a key point of contact for inquiries requiring executive office support.
- Processes invoices, purchase requests, expense claims, and financial reporting activities in accordance with established policies and vendor agreements.
- Coordinates complex travel arrangements, including flights, accommodations, itineraries, and related logistics.
- Administers employee recognition programs, including approvals and coordination, and other recognition initiatives.
- Partners with business units, Workplace Experience teams, and external vendors to support office planning, relocations, workspace changes, furniture requests,



and premises-related initiatives while minimizing business disruption.
- Tracks employee overtime, on-call claims, vacation schedules, absences, and resource availability in accordance with corporate policies and guidelines.
- Exercises sound judgment and problem-solving skills to identify, assess, and resolve issues while balancing business needs, priorities, and risk considerations.
- Operates effectively in a fast-paced environment, demonstrating accountability, adaptability, discretion, and professionalism.
- Collaborates as a highly engaged team member while maintaining the ability to work independently and manage competing priorities.
- Assumes additional responsibilities and special projects as required to support evolving business needs.

This role requires exceptional organizational skills, strong attention to detail, the ability to manage sensitive and confidential information, and a commitment to delivering a high standard of service and operational excellence.

Qualifications

- Typically, 5+ years of progressive experience providing executive, administrative, operational, or business support in a professional environment
- Specialized knowledge from education and/or business experience
- AI focused and tech savvy
- Resourceful
- Organized
- Professional
- Proactive
- High energy
- Team player
- Verbal & written communication skills – Excellent
- Organizational skills – Excellent
- Collaboration & team skills – Excellent
- Analytical and problem-solving skills – Excellent

Salary

$45,000.00 - $100,000.00

Pay Type

Salaried

The abo

📌 Executive Assistant (Canada)
🏢 BMO
📍 Canada