Project/Administrative Assistant, Private Wealth

Application Deadline:

07/11/2024

Address:

100 King Street West

Job Family Group:

Business Management

Reporting to the Head, Supervision, Support & Governance within BMO’s Wealth Management division, the blended Project/Administrative Assistant role is accountable for a variety of administrative and project related tasks and provides professional support to Managers and their direct reports, within the portfolio. This position ensures processes and control standards are followed, while seeking to determine, develop, and participate in the implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

This position will:

• Perform various Administrative and Project related tasks, including coordinating meetings, taking meeting minutes, forwarding communication releases, and performing maintenance of project tracking logs (i.e., issues, change control, etc.).
• Assist the VP, Client Solutions and be accountable for supporting the effective management and control of projects by acting in various roles such as team leader, project coordinator, and project administrator on small to mid size projects.
• Manage assigned aspects of the project lifecycle and work with relevant project stakeholders as directed by the VP, Client Solutions.
• Assist with monitoring and controlling project activities including: risk, issues, status, communication, planning and execution.
• Propose recommendations, adjustments and publish periodic project status reports.
• Build effective relationships with internal/external stakeholders.
• Break down strategic problems, as well as analyze data and information to provide insights and recommendations.
• Gather and format data into regular and ad-hoc reports, and dashboards.
• Lead the planning, coordinating and implementation of department events.
• Provide senior level administrative and operational support within a large, diverse team.
• Employ systems (e.g. customized exception reports, tracking reports etc.) to manage information.
• Integrate information from multiple sources to enable more efficient processes, enhanced analysis and/or streamlined reporting.
• Provide input into the planning and implementation of administrative programs.
• Support the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Collaborate with internal and external stakeholders in order to deliver on business objectives.
• Think creatively and propose new solutions.
• Exercise judgment to identify, diagnose, and solve problems within given rules.
• Organize work information to ensure accuracy and completeness.
• Manage and monitor calendars and upcoming events. Dispatch meeting invitations, book meeting rooms and arrange for resources and other requirements in support of smooth and efficient meeting facilitation.
• Develop and maintain a filing system; ensure business and operational reports, forms, and other documentation - paper or electronic, are readily available.
• Process invoices for payment in adherence with documented processes, guidelines and vendor agreements.
• Liaise with internal business units, external vendors and participate in the local coordination and implementation of premises and building related matters including incoming/outgoing staff/contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintain and track 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.
• Work mostly independently.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• 5+ years of relevant experience in an administrative/professional support/project support function, demonstrating progressive responsibility and post-secondary degree in related field of study
• Proven expertise working with SharePoint and OneDrive
• Proven expertise with Microsoft suite of products (Excel/PowerPoint/Word)
• Well versed at compiling and updating Project/Strategic decks and compiling reports as required
• Verbal & written communication skills - In-depth
• Collaboration & team skills - In-depth
• Organizational, analytical and problem solving skills - In-depth
• Influence skills - In-depth
• Previous experience working within the Wealth Management industry or having supported a WM client group
• PMP (Project Management Professional) designation<