Administrative Coordinator

2 weeks ago

Thornton, Colorado, United States BMO Full time
Job Summary

We are seeking a highly skilled and organized Administrative Assistant to join our team at BMO Financial Group. As an Administrative Assistant, you will provide professional support to one or more Managers and their direct reports, ensuring all administrative and operational processes and control standards are followed.

Key Responsibilities
  • Support the execution of strategic initiatives, including tracking metrics and milestones.
  • Build effective relationships with internal and external stakeholders.
  • Analyze data and information to provide insights and recommendations.
  • Lead the planning, coordinating, and implementing department events.
  • Provide specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
  • Coordinate and monitor budgets and reporting on results vs. budget.
  • Provide coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
  • Manage and monitor calendars and upcoming events, dispatching meeting invitations, booking meeting rooms, and arranging for resources and other requirements in support of smooth and efficient meeting facilitation.
  • Develop and maintain a filing system, ensuring business and operational reports, forms, and other documentation, paper or electronic, are readily available.
  • Support the development of tailored messaging, which may include writing, editing, and distributing communications.
  • Dispatch outgoing communications, answering the central phone line, responding to, and resolving or escalating inquiries.
  • Process invoices for payment in adherence with documented processes and guidelines and vendor agreements.
  • Prepare and log departmental expense claims and reports, tracking expenses to ensure they stay within budget.
  • Make travel arrangements, booking flight/hotel reservations as needed.
  • Liaise with internal business units and external vendors, participating 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.
  • Maintain supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
  • Ensure all vacation and absence scheduling is documented, taking into account critical business needs, following guidelines, and is managed consistently across employees in the group, identifying scheduling conflicts for resolution.
  • Coordinate training requirements for staff, researching, booking, cancellations, confirmations, and so on.
  • Collaborate with internal and external stakeholders to deliver on business objectives.
  • Organize work information to ensure accuracy and completeness.
  • Complete complex and diverse tasks within given rules/limits, which may include handling escalations from other employees.
  • Analyze issues and determine next steps.
Requirements
  • Typically between 3-5 years of experience in an administrative/professional support function and a post-secondary degree in a related field of study are desirable.
  • Specialized knowledge.
  • Verbal and written communication skills - Good.
  • Organization skills - Good.
  • Collaboration and team skills - Good.
  • Analytical and problem-solving skills - Good.
Compensation

The salary range for this position is $41,000.00 to $67,000.00 per year, with a salary that will vary based on factors such as location, skills, experience, education, and qualifications for the role. Salaries for part-time roles will be pro-rated based on the 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 our website.

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