Administrative Assistant, Corporate Secretary's Office
Toronto, Ontario, Canada
3 months ago


  • Administrative assistance to the Bank Board Governance team; administrative activities in support of meetings of Bank of Montreal’s Board of Directors and Board Committees;
  • processing of invoices; pre-population of annual Director and Officer questionnaires; and assist in execution of BMO’s Annual Meeting of Shareholders.

    Provide miscellaneous administrative and special projects support to members of the Bank’s Subsidiary Governance Office (Canada).

    Key Accountabilities A. Board of Directors’ Affairs B. Shareholder Services C. Invoice ProcessingD. Annual Meeting of Shareholders E.

    General ACCOUNTABILITIES A. Board of Directors’ Affairs

  • Consistently perform key activities in support of the Board of Directors and Board Committees by ensuring effective preparation for, administration of, and follow up in respect of Board and Committee meetings, which includes, but is not limited to :
  • As requested, preparation of Board and Committee meeting notices and materials, and posting latter to Board Portal platform
  • Preparation of Board and Committee meeting attendance records
  • Preparation of skeleton minutes in support of Board and Committee meetings
  • Pre-population and dissemination of annual Director and Officer questionnaires; and ongoing updating
  • Assist in the implementation of the New Director / New Committee Member orientation programs, including (i) assembly of orientation materials and (ii) scheduling of orientation meetings
  • Assist In the co-ordination of the annual review of the Board Approval / Oversight Guidelines
  • B. Shareholder Services

  • Key activities include, but are not limited to :
  • Processing stock option exercise forms and daily reconciliation of outstanding balance details, including any activity related to the Bank’s Normal Course Issuer Bid program
  • Maintain accurate Dividend Reinvestment Program records
  • Backup support for the Coordinator, Board Affairs and Shareholder Services who is responsible for interacting with BMO’s stakeholders
  • C. Invoice Processing

  • Preparation and maintenance of departmental invoices which includes, but is not limited to :
  • Ensure invoices are prepared and disseminated to Accounts Payable in a timely manner
  • Ensure Board of Directors’ out-of-pocket expenses are processed accurately and in a timely manner
  • Investigate with Accounts Payable any pending invoices
  • D. Annual Meeting of Shareholders

  • Work on assigned duties in connection with the Annual Meeting of Shareholders, which includes, but is not limited to :
  • Facilitation of accommodation and transportation requests for Board of Directors and Bank employees, including members of the executive team
  • Co-ordination of meeting room requirements for the offsite meetings held during the AGM
  • Co-ordination of equipment and supplies required for these offsite meetings
  • Preparation of employee contact document to be disseminated to the working team
  • Provide varied input to the Bank’s management proxy circular and annual report
  • E. General

  • Provide miscellaneous administrative support which includes, but is not limited to :
  • Maintenance of minute books
  • Telephone coverage
  • Mail distribution
  • Record retention activities
  • Ordering supplies for the department
  • Ad hoc projects as assigned
  • Authorities Scope & Impact To deliver on these accountabilities, the incumbent must have the following authorities :

  • Limited authority to independently prepare documents within the guidelines and precedents of the Corporate Secretary’s Department
  • Assignments are covered by defined methods and procedures
  • Cross Functional Relationships

  • This role requires the incumbent to interact with the following processes and / or groups :
  • Communicate with various departments within Bank of Montreal, such as Legal Corporate and Compliance Group, Risk Management, Chief Accountant’s Group, Office of Strategic Management, Corporate Communications and Accounts Payable
  • Ongoing interaction with the Board of Directors and the senior management team
  • Ongoing interaction with various external service providers
  • Qualifications

    Knowledge & Skills a) Knowledge :

  • 1-3 years of relevant experience
  • Undergraduate degree an asset
  • Some knowledge of the business and regulatory environment in which Bank of Montreal operates
  • b) Skills :

  • Communicate effectively and demonstrate strong interpersonal skills, including working directly with members of the Board of Directors, executive officers and administrative support staff
  • Be a results-oriented, team player who is dedicated to contributing to the team’s success
  • Be flexible and willing to accept other responsibilities as required
  • Ability to manage multiple concurrent activities and to set priorities
  • Good working knowledge of Microsoft Windows and Microsoft Office suite of applications
  • Energetic and highly motivated, with a positive and confident attitude
  • Exercise discretion when dealing with confidential and sensitive matters
  • Maintain a culture of curiosity and raise questions about the Bank’s standard practices and procedures to support a continuous improvement culture
  • Possess strong time management and organizational skills : be well organized, work well under pressure to adhere to a variety of deadlines, juggle competing priorities and multi task
  • The role is performed in a standard office environment with no degree of discomfort or risk to safety
  • Some stress may be associated with the requirement to meet various deadlines and business goals
  • Moderate level of travel is expected
  • Some overtime and weekend work is required
  • 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 : / /

    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.

    Administrative Support

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