BMO Financial Group CM Sr.Administrative Assistant - Grade 4 in Chicago, Illinois
The Senior Administrative Assistant I is accountable for providing administrative and professional support to an executive and 5 or more professionals within a medium to large size business group on activities that generally span up to a 3-month timeframe.Monitors and ensures that all established administrative and operational processes and control standards are followed. In addition, performs basic analytical functions for purposes of contributing to the effective and efficient operation of the business group.The Senior Administrative Assistant is accountable for performing financial and business/situational analysis and support in order to identify and recommend appropriate business alternatives. ____________________________________________________________________________
KEY ACCOUNTABILITY :
1) Professional Support (40%)
2) Financial Analysis and Support (15%)
3) General Office Administration (35%)
4) Human Resources Administration (10%)
1) Professional Support Accountabilities:
Develops and leverages relationships across-LOBs, with executives, senior managers and external clients to foster and support intra-group coordination while carrying out accountabilities.
Performs business/situational analysis and develops recommendations such as identifying and developing business process improvements opportunities, or identifying and developing alternatives to support business decisions. Participates in recommending the most appropriate alternative to achieve business goals and business needs more efficiently and effectively. Participates in planning and coordination through to implementation.
Develops organization centric materials such as communications, correspondence, presentations, including deciding on or recommending content. Accountable for disseminating communications to facilitate timely and effective communications. Responds to related inquiries on the department’s behalf, or escalates for resolution as appropriate.
Supports or manages various projects such as business process improvement initiatives, event planning, and office relocations while collaborating with staff both within the team and across the impacted business units, to achieve the desired business outcomes.
Prepares standard correspondence, reports and presentations, ensuring completed material is produced in a timely manner.
Interfaces with clients executives (CEO, CFO, or senior managers of that client’s business) on behalf on business leaders in coordination of meetings, events, presentations, or pitches.
2) Financial Analysis & Support Accountabilities:
Monitors and analyzes project expenses to ensure they are within budget and reallocated to the appropriate expense/client code.
Acts as a conduit for the efficient flow of invoice processing for payment in adherence with department processes, guidelines and vendor agreements.
Administers a tracking system in adherence with reporting guidelines to ensure that staff members are aligned appropriately to their reporting units and with correct resource coding.
Performs budget forecast/variance analysis in support of maintaining expenses within budget and performs financial analysis of billing and costing to support the developing and recommending of alternatives, in support of business decision making. Supports the budget planning and monitoring process by collecting and aggregating, analyzing, and reporting
3) General Office Administration Accountabilities:
Preparation of client presentations and complex spreadsheets/charts/graphs/tables.Prepares standard correspondence, reports and presentations ensuring completed material is produced in a timely manner.
Maintains and monitors professional’s calendars of scheduled appointments, upcoming events and matters requiring immediate attention.Coordinates agendas, and dispatches meeting invitations and agendas to attendees, books meeting rooms and arranges for IT resources and refreshments in support of a smooth and efficient meeting facilitation.Arranges travel arrangements and maintains travel expense account.
Logs, verifies, and monitors expenses and develops and maintains an efficient filing system to ensure reports, correspondence and financial documentation are maintained and readily available.Establishes and maintains organized electronic filing systems to ensure that business and operational reports, forms, and other business documentation are readily available.
Responsible for timely and consistent maintenance of client contact database (Siebel).Coordinates with Siebel Business Analysts to produce customized reports, and ensure data quality is maintained on behalf of the business. Runs monthly reports and interfaces with internal departments on client mailings and external events.Responsible for event planning and coordination.
Prepares and dispatches outgoing mail, interfaces with selected couriers to ensure packages have been delivered within established timeframes.Screens telephone calls and responds to routine and moderately complex inquiries.
Interfaces with premises and building maintenance relative to relocation, office planning and furniture requirements, to minimize interruptions to business operations.Leads or participates in planning, coordinating and implementing department events.
Provides coaching and mentoring to more junior colleagues to assist them in developing capability to carry out current job accountabilities and to expand the types and levels of work they perform in the future. Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
Maintains confidential client information foe the business, team, or leadership an ensures information is handled appropriately.
4) Human Resources Administration Accountabilities:
Maintains and tracks staff vacations and absences in accordance with divisional guidelines to ensure consistency in entitlement and to determine staff availability. Participates in resolution of issues.
Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc).
Auditing - Ensures that tracking meets established standards. Resolves moderately-complex issues and escalates high-complexity issues for resolution.
Monitoring- Reviews tracking in reports. The incumbent has the authority to collect or be provided with the required information to enable tracking to be done but escalates resolve if analysis suggests action is required. Monitors that administrative processes and procedures work efficiently and effectively; and participates in developing and implementing of process improvements whenever possible. Supports the management of projects by monitoring progress against key milestones and monitoring project expenses to ensure it is on budget.
Advisory- Provides advice or suggests how to follow standard processes. Provides resolution on all administrative or operational matters of a non-controversial nature. Recommends process improvements, and recommends appropriate content for reports and presentations to senior managers. Makes recommendations for alternatives to support business objectives and needs.
Autonomy- Works independently to accomplish tasks once reviewed with senior mangers within scope of job that provide input to support decisions and lead to outputs of others. In many cases, relies on others output as input to fulfill accountabilities.
Expend Resources -Has some authority/discretion on spending petty cash or some budget elements. Is provided with authority from local executive to makes decision in line with organizational policy regarding facilities related expenditures.
Decision Making- Makes low-complexity decisions in fielding phone calls, coordinating meetings, managing calendars, and in responding to non-controversial inquiries. Makes moderately complex decisions in performing business/situational analysis, in preparing reports/presentations, and in developing and implementing process improvements.When relevant established processes or procedures do not exist, the incumbent is participates in determining and recommending the best process/procedure to achieve the desired outcome.
Interacts and collaborates regularly, with internal and external clients, their representatives, and senior managers, and with cross-functional business units to perform research and analysis, to develop and recommend alternatives, implement improvement opportunities, and to accomplish administrative or operational tasks.
Interacts with vendors depending on unique requirements of the business unit.
Performs financial and business/situational analysis in order to recommend alternatives for purposes of contributing to the effective and efficient operation of the business group, and for purposes of achieving business objectives.Manages or participates in the leadership of a variety of administrative/operational related projects
Provides administrative and professional support to an executive and 5 or more professionals within a medium to large size business group on activities that generally span up to a 3-month timeframe.
Extensive overtime work is required with little notice including weekend work.
No direct financial accountability, although monitors projects and operational expenses to ensure they are within budget.
KNOWLEDGE AND SKILLS:
Requires minimum 7 years experience in an administrative/ professional support function in a fast paced environment, dealing with moderately complex issues and managing conflicting priorities.
Post-Secondary education in a related field. Other professional related training and development to keep skills current, including office productivity software.
Seasoned knowledge of bank financial processing standards, and key business processes, and excellent working knowledge of financial analysis methodologies, accounting principles, and very good working knowledge of project management methodologies, and human resources policy.
Seasoned broad business knowledge and deep understanding of the organizational unit, its functions and products, and customer groups.
Very good understanding of the processes, policies and procedures required for supporting the business unit.
Ability to organize moderate amounts of business information and develop it into cohesive, professional reports and presentations, with little guidance and ability to recognize and respond to business related issues within the scope of the material.
Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making. Ability to plan and coordinate implementation of the selected alternative.
Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
Very proficient at secretarial and administrative tasks, and ability to coach and mentor more junior staff.
Advanced level PC skills (MS Office: Excel, Word, PowerPoint, Outlook, Visio; Lotus; web browsers).
Good project management skills to coordinate and lead a variety of initiatives.
Advanced communication skills, both written and verbal.
Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
Ability to leverage knowledge of the organization and the supported business unit’s uniqueness, to carry out accountabilities.
Ability to work both independently, as well as to play a leadership role in building a cohesive team.
Ability to deal with confidential materials in an appropriate manner.
- WORKING CONDITIONS: Works in a comfortable office environment. Requires focus and concentration when collecting and aggregating information for preparing reports, presentations, and performing complex analytical work. Supports a highly demanding business group, with moderate level of pressure to produce outputs as a result of multiple demands and conflicting priorities. Extensive overtime work is required with little notice including weekend work.Has limited exposures to risk or ill health however may experience periods of moderate-level stress.