Remote independent - contractor Virtual Assistant supporting a CEO and event strategy firm’s team operations. Managing calendars, vendors, Airtable systems, documents, and administrative workflows.
About the role
- Executive Assistant supporting BMO banking executives with administration, budgets, events, and operations. Coordinating calendars, communications, travel, expenses, vendors, and strategic initiatives.
Responsibilities
- Perform administrative and clerical tasks, financial administration, and human resources administration
- Provide professional support to one or more managers and their direct reports
- Provide general office services while following administrative, operational, and control standards
- Support strategic initiatives by tracking metrics and milestones
- Build relationships with internal and external stakeholders
- Analyze data and information to provide insights and recommendations
- Lead planning, coordination, and implementation of department events
- Provide specialized professional support to an executive and senior managers
- Coordinate and monitor budgets and report results versus budget
- Coach and mentor junior administrative assistants
- Manage calendars, events, meeting invitations, rooms, and meeting resources
- Develop and maintain filing systems and documentation
- Write, edit, and distribute tailored communications
- Answer the central phone line and resolve or escalate inquiries
- Process invoices and manage expense claims and reports
- Track expenses against budgets
- Arrange business travel, including flights and hotels
- Coordinate premises, building matters, relocations, office planning, and furniture requirements
- Maintain supplies inventory and place supply orders
- Document and coordinate vacation and absence scheduling
- Coordinate staff training requirements
- Organize work information for accuracy and completeness
- Handle escalations from other employees
- Make sound, risk-informed decisions that protect assets and support business strategy
Requirements
- Typically 3–5 years of experience in an administrative/professional support function
- Post-secondary degree in a related field of study desirable
- Specialized knowledge
- Good verbal and written communication skills
- Good organization skills
- Good collaboration and team skills
- Good analytical and problem-solving skills
- Ability to handle complex and diverse tasks within given rules/limits
- Ability to analyze issues and determine next steps
- Ability to apply BMO’s Risk Management Framework, Risk Culture, and approved Risk Appetite
- Ability to adhere to applicable policy documents, laws, and regulations
Benefits
- Health insurance
- Tuition reimbursement
- Accident and life insurance
- Retirement savings plans
- Performance-based incentives
- Discretionary bonuses
- Other perks and rewards
- In-depth training and coaching
- Manager support and network-building opportunities
- Tools and resources to reach new milestones
- Accommodations available on request for candidates taking part in all aspects of the selection process
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Degree requirement
No Education Requirement
Location requirements
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