BMO Financial Group Executive Assistant - Talent Acquisition in Toronto, Ontario
The Executive Assistant & Talent Acquisition Co-ordinator is accountable to provide efficient and well organized administrative and professional support to the VP, Talent Acquisition and the Managing Director, Talent Acquisition North America. This position is responsible for facilitating the effective and efficient management of these offices. Professionalism, confidentiality and initiative in dealing with the day to day activities of the offices are key elements and paramount in the performance of this role. Responsible for maintaining a high level of customer service when interacting with internal and external stakeholders. The incumbent in this position has the opportunity to utilize process and project management experience in the administration and co-ordination of the office of the VP, Talent Acquisition.
Manage the calendars of the Executive and Managing Director and ensure that all items critical to the business are on their calendars in a timely manner. Prioritize requests for meetings accordingly and ensure prompt responses to all requests. Ensure telephones are answered in a timely and courteous manner and messages are taken accurately. Screen telephone calls from internal and external stakeholders/vendors and take initiative to respond to routine inquiries.
Ability to deal with highly sensitive, confidential information and situations in a discreet and professional manner.
Manage the travel arrangements and itineraries for the Executive and Managing Director including making all travel arrangements and managing attendance for meeting and speaking engagements.
Prepare and maintain Executive and Managing Director’s expense and travel claims, including claim preparation, credit card payments, reconciliation of financial transactions with expense account, analysis and verification of out of pocket claims, travel claims and invoices prior to forwarding for approval.
- Design, implement and regular management of key processes, including, but not limited to, physical access, team recognition, Sharepoint site, recruitment communication/mailboxes
Propose, co-ordinate and manage topics, presenters and agenda items for Executive team meetings and quarterly communication events. Negotiate timelines and prioritize workload to ensure expectations are met.
Apply project management techniques to ensure appropriate “work back time” in Executive and Managing Director’s calendars to design, develop and prepare for key design sessions, presentations and meetings.
Display sensitivity to tight deadlines as well as to multiple and changing priorities. Ability to act independently within specific parameters/guidelines and recognize matters requiring a sense of urgency.
Support program management team with the adhoc activities associated with delivery of talent acquisition programs
Work with Executive and Managing Director’s direct reports to understand quarterly and annual team priorities and partner to ensure effective lead time in Executive’s calendar for design and communication activities
On occasion, conduct research for best practices in Talent Acquisition and Organizational Effectiveness
Demonstrate ability to proactively think through potential outcomes of talent acquisition projects/initiatives and implications for Executive’s calendar and activities
Minimum 3-5 years experience in an administrative/co-ordinator/professional support function in a fast paced environment, dealing with moderately complex issues
Broad knowledge of BMO Financial Group’s business strategy, priorities & LOBs
Post-secondary education in a related field
Other professional related training and development to keep skills current, including project management and human resources
Understanding of the business environment in which stakeholders operate
Strong interpersonal skills working directly with senior internal and external stakeholders
Proactive, self-starter who actively provides solutions when faced with opportunities
Be a results oriented, team player who is dedicated to contributing to the team’s success
Exceptional relationship management skills
Energetic and highly motivated with a positive, collaborative and confident attitude
Exercise discretion when dealing with confidential and sensitive matters
Strong communication expertise
Project co-ordination experience
Ability to work in fast paced/high volume environment
Able to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests
We’re here to help
At BMO we have a shared purpose; we put the customer at the centre of everything we do – helping people is in our DNA. For 200 years we have thought about the future—the future of our customers, our communities and our people. We help our customers and our communities by working together, innovating and pushing boundaries to bring them our very best every day. Together we’re changing the way people think about a bank.
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://bmocareers.com .
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.