Administrative Specialist - Business Management
Toronto, ON, CAN
1d ago

Job Family Group : Business Management

Business Management

This role is the central point of contact supporting at least 3 Directors within the business unit to provide data analysis on resource utilization, facilitate contracts execution and hiring.

  • Performs a variety of financial and human resources administration. The role also 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.
  • Qualifications :

    Provide data analysis to support resource planning decisions

    Facilitate between managers and suppliers to execute resource contracts

    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.

    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.

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

    Oversees the centralized tracking and record maintenance of staff vacations and absences, in accordance with divisional guidelines, to ensure consistency in entitlement and to determine staff availability.

    Resolves escalated issues.

    Leads the planning, coordinating and implementing department events.

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

    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.

    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.

  • Typically between 5+ years of relevant experience with a minimum 2 years of experience managing other administration staff;
  • 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.

    Knowledge of JIRA and Confluence are assets

    Knowledge of Clarity an asset

    Knowledge of Coupa an asset

    We’re here to help

    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.

    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.

    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. To request accommodation, please contact your recruiter.

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