Executive Administrative & Marketing Assistant and Office Manager


  • Company:
    BMO Harris Bank
  • Location:
  • Salary:
    negotiable / monthly
  • Job type:
    Full-Time
  • Posted:
    7 days ago
  • Category:
    Admin / Office

Under the direction of the CMO, B2B Marketing & Shared Services, this job is accountable for providing executive administrative support to the CMO as well as marketing administrative support to the B2B Marketing & Shared Services teams. This job is also accountable for day-to-day office management of the Toronto based B2B Marketing office. Key Areas of Accountability Business Delivery and Operational Effectiveness Client and Relationship Management Change and Innovation Risk Management & Control Business Delivery and Operational Effectiveness Provide administrative support to CMO, B2B Marketing & Shared Services: Schedule of meetings, conference calls and logistics Coordination of travel arrangements & accommodations Catering requests / team offsite & meeting coordination Organize and process all HR-related requirements for new/temporary/contract employees including arranging for security pass, telephone, computer and other technical requirements Maintain department organizational charts Invoice approval through SmartProcure Office Manager for Toronto B2B Marketing office with duties including: Maintain inventory of stationery items and marketing materials for department’s storage room Point of contact with floor manager for equipment and building issues Management and organization of courier shipments and mail (outgoing & ingoing) Maintain distribution lists for the B2B Marketing and Shared Services teams Oversee building access for team (BMTT & 150 King) Business Continuity Plan (BCP) owner Newspaper subscription renewal Marketing Administration Support SharePoint admin Provide operational support with maintaining email lists and distribution of BMO CM News, Conferences and other communication pieces Conference admin including compiling survey results, PPT title slide development, circulating weekly calendar, system data entry, webcast tracking etc. Distribution of communications from LOB mailboxes Portal news postings Quarterly cross charging Video production support including booking studio space, distribution of call sheets with vendors and fielding general questions regarding film production Client and Relationship Management Close working relationship with CMO to provide administrative support Interaction with Marketing & Strategy administrative assistants to arrange schedules and meetings Interaction with outside suppliers which must be handled with tact and discretion to facilitate mutual working relationships Interaction with rest of B2B Marketing & Shared Services groups and ability to solve problems Change and Innovation Evaluate current office procedures and recommend ways to improve workflow and process Identify and implement best-practices and ensure they are shared with others Risk Management & Control Responsibility for quality control, accuracy and compliancy of marketing records Under the direction of the CMO, B2B Marketing & Shared Services, this job is accountable for providing executive administrative support to the CMO as well as marketing administrative support to the B2B Marketing & Shared Services teams. This job is also accountable for day-to-day office management of the Toronto based B2B Marketing office. Key Areas of Accountability Business Delivery and Operational Effectiveness Client and Relationship Management Change and Innovation Risk Management & Control Business Delivery and Operational Effectiveness Provide administrative support to CMO, B2B Marketing & Shared Services: Schedule of meetings, conference calls and logistics Coordination of travel arrangements & accommodations Catering requests / team offsite & meeting coordination Organize and process all HR-related requirements for new/temporary/contract employees including arranging for security pass, telephone, computer and other technical requirements Maintain department organizational charts Invoice approval through SmartProcure Office Manager for Toronto B2B Marketing office with duties including: Maintain inventory of stationery items and marketing materials for department’s storage room Point of contact with floor manager for equipment and building issues Management and organization of courier shipments and mail (outgoing & ingoing) Maintain distribution lists for the B2B Marketing and Shared Services teams Oversee building access for team (BMTT & 150 King) Business Continuity Plan (BCP) owner Newspaper subscription renewal Marketing Administration Support SharePoint admin Provide operational support with maintaining email lists and distribution of BMO CM News, Conferences and other communication pieces Conference admin including compiling survey results, PPT title slide development, circulating weekly calendar, system data entry, webcast tracking etc. Distribution of communications from LOB mailboxes Portal news postings Quarterly cross charging Video production support including booking studio space, distribution of call sheets with vendors and fielding general questions regarding film production Client and Relationship Management Close working relationship with CMO to provide administrative support Interaction with Marketing & Strategy administrative assistants to arrange schedules and meetings Interaction with outside suppliers which must be handled with tact and discretion to facilitate mutual working relationships Interaction with rest of B2B Marketing & Shared Services groups and ability to solve problems Change and Innovation Evaluate current office procedures and recommend ways to improve workflow and process Identify and implement best-practices and ensure they are shared with others Risk Management & Control Responsibility for quality control, accuracy and compliancy of marketing records Knowledge: Minimum 3-5 years work experience as an office manager/executive administrative assistant College diploma or University degree preferred Fundamental awareness of banking products and services Fundamental knowledge of BMO organization and policies and procedures considered an asset Experience and/or education in marketing considered an asset Skills: Professional polish and ability to interact with senior executive offices Team player, motivated and committed, self-starter and quick learner, confident, assertive, strong interpersonal skills Ability to work in ambiguity and under pressure, as well as handle multiple projects simultaneously Excellent organizational skills and attention to detail Ability to work across the organization Solid written and oral communication skills Strong proficiency in Outlook, Excel, PowerPoint, Word, Adobe Acrobat, SharePoint Ability to work independently within specific parameters/guidelines to support the execution of activities Professionalism and ability to deal with sensitive issues including confidential information and records 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. Knowledge: Minimum 3-5 years work experience as an office manager/executive administrative assistant College diploma or University degree preferred Fundamental awareness of banking products and services Fundamental knowledge of BMO organization and policies and procedures considered an asset Experience and/or education in marketing considered an asset Skills: Professional polish and ability to interact with senior executive offices Team player, motivated and committed, self-starter and quick learner, confident, assertive, strong interpersonal skills Ability to work in ambiguity and under pressure, as well as handle multiple projects simultaneously Excellent organizational skills and attention to detail Ability to work across the organization Solid written and oral communication skills Strong proficiency in Outlook, Excel, PowerPoint, Word, Adobe Acrobat, SharePoint Ability to work independently within specific parameters/guidelines to support the execution of activities Professionalism and ability to deal with sensitive issues including confidential information and records 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. Administrative SupportAdministrative SupportCanada-Ontario-TorontoCanada-Ontario-TorontoMarketing & Strategy-X000072Marketing & Strategy-X000072full-timefull-time01/02/1901/02/1903/04/1903/04/19