Administrative & Operational Specialist Jobs

This is a fantastic hybrid opportunity for a tech savvy Administrative and Operational Specialist with excellent writing skills and a natural collaborative disposition. Experience working within a Legal or Compliance setting is an asset while intermediate to advance Excel, PowerPoint and Jira skills are strongly preferred.

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

• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
• Broader work or accountabilities may be assigned as needed.
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• Analyzes issues and determines next steps.
• Analyzes data and information to provide insights and recommendations.
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Maintains and tracks overtime, on-call claims, staff vacations and absences in accordance with Bank and/or divisional guidelines to ensure consistency in entitlement and to determine staff availability.
• Supports the execution of strategic initiatives; includes tracking metrics and milestones.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Builds effective relationships with internal/external stakeholders.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Organizes work information to ensure accuracy and completeness.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.
• Leads the planning, coordinating and implementing department events.

Qualifications:

• Analytical and problem solving skills - Good.
• Verbal & written communication skills - Good.
• Organization skills - Good.
• Collaboration & team skills - Good.
• Specialized knowledge.
• Typically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable.

We’re here to help

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.