Operational Administrative Assistant

Application Deadline:

02/21/2025

Address:

4900 N Scottsdale Road

Job Family Group:

Business Management

As an Operational Administrative Assistant at Stoker Ostler, you will provide operational, administrative, and clerical support for our Scottsdale office.  The role provides general offices services contributing to the effective and efficient operation of the business group. 

Responsibilities include each of the following:

• Help process new client onboarding, including compliance & AML requirements, reporting, billing, and set up.
• Assist in producing monthly, quarterly, and annual client investment reports.
• Assist in various compliance tasks.
• A proficient user of investment management software & client record management (CRM) software and assist staff with user inquiries.
• Maintain a filing system; ensure business and operational reports, forms, and other documentation, paper or electronic, are scanned, filed, organized, and readily available.
• Perform initial problem solving within given rules/limits & escalate when required.
• Broader work or additional operational responsibilities may be assigned, as needed.
• Support the preparation of meeting materials, including binding.
• Handle daily communications, including answering phones and greeting clients, ensuring they are escorted to appropriate meeting rooms with refreshments.
• Handle some scanning, faxing, copying, and mailing requirements for the office.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Perform essential custodial services in conference rooms and common areas throughout the day to ensure a professional and safe work environment for all staff and clients.
• Make travel arrangements, booking flight/hotel/car reservations, as needed.
• Prepare and submit expense claims and reports, as needed.
• Manage and monitor 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.
• Support the planning, coordination, and implementation of client events.
• Liaise with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters and technology issues while ensuring minimal interruptions to business operations.

Qualifications 

• Ability to learn on the job and problem solve.
• Proficient organizations skills.
• Proficient in Microsoft Office Applications: Outlook, Teams, Word, Excel, and PowerPoint.
• Effective time management, prioritization, and multi-tasking.
• Ability to work independently, in teams, and cross functionally.
• Strong attention to detail.
• Base level of knowledge in finance, investments, or financial planning and a desire to learn more.
• Essential business communication skills:  verbal and written.
• Suitable business organizational skills.
• Basic knowledge of business equipment, such as phones, copier, printer, scanner, fax machine, and postage meter.

Salary:

$41,715.00 - $46,000.00

Pay Type:

Salaried

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 grow