Program Coordinator & Senior Executive Assistant

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This Program Coordinator & Senior Executive Assistant supports the Head of Canadian P&BB Distribution in addition to leading external programs and events to support strategic partnerships ie Canadian Defence Community.
The Program Coordinator performs a variety of administrative and clerical tasks financial and human resources administration and provides professional support to the Head of Canadian P&BB Distribution and their Chief of Staff. 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 including event management and corporate sponsorships.

• Establishes administrative support & reception best practices and ensures consistent adoption.

• Identifies develops recommends and implements cost saving opportunities and seeks approval for recommendations.

• Provides subject matter expertise and advice related to assigned strategic initiatives and act as relationship management for assigned initiatives.

• Builds effective relationships with internal/external stakeholders.

• Breaks down strategic problems and analyses data and information to provide insights and recommendations.

• Gathers and formats data into regular and ad-hoc reports and dashboards.

• Leads the planning coordinating and implementing department events.

• Builds change management plans of varying scope and type; leads or participates in a variety of change management activities including readiness assessments planning stakeholder management execution evaluation and sustainment of initiatives.

• Provides senior level administrative and operational support within a large diverse team including one or more senior executives.

• May manage and supervise the day-to-day functions of an administrative team.

• Manages sensitive communications Outlook inbox reports invoices and related documents for the assigned Executive; maintains confidentiality.

• Tracks and distributes recognition awards on behalf of the Executive as applicable.

• Resolves escalated issues.

• Leads the execution of administrative programs; assesses and adapts as needed to ensure quality of execution.

• 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.

• Develops and maintains a filing system; ensures business and operational reports forms and other documentation paper or electronic are readily available.

• Supports the development of tailored messaging which may include writing editing and distributing communications (e.g. correspondence presentations policies & procedures).

• Dispatches outgoing communications. Answers central phone line responding to and resolving/escalating inquiries.

• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements

• Prepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budget.

• Makes travel arrangements booking flight/hotel reservations as needed.

• 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.

• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

• Ensures all vacation and absence scheduling is documented takes into account critical business needs follows guidelines and is managed consistently across employees in the group; identifies scheduling conflicts for resolution.

• Coordinates training requirements for staff (research booking cancellations confirmations etc.).

• Collaborates with internal and external stakeholders in order to deliver on business objectives.

• Organizes work information to ensure accuracy and completeness.

• Focus is primarily on business/group within BMO; may have broader enterprise-wide focus.

• Exercises judgment to identify diagnose and solve problems within given rules.

• Works independently on a range of complex tasks which may include unique situations.

• Broader work or accountabilities may be assigned as needed.

• Take measured risks while protecting the bank by applying our Risk Management Framework in the execution of your role in line with our Risk Culture and within our approved Risk Appetite making sound and risk informed decisions that align to business strategy protect assets and adhere to applicable policy documents (Frameworks Policies Standards Procedures and Supporting documents) laws and regulations.

Qualifications:

• Typically between 8 years of relevant experience with a minimum 2 years of experience managing other administration staff as applicable; post-secondary degree in related field of study.

• Technical proficiency gained through education and/or business experience.

• Verbal & written communication skills - In-depth.

• Collaboration & team skills - In-depth.

• Analytical and problem solving skills - In-depth.

• Influence skills - In-depth.

• Data driven decision making - In-depth.

The above represents BMO Financial Groups 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 Groups expected target for the first year in this position.

BMO Financial Groups 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: 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. Well 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 well help you gain valuable experience and broaden your skillset.

To find out more visit us at is committed to an inclusive equitable and accessible workplace. By learning from each others 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.