BMO U.S. · 1 day ago
Executive Administrative and Project Specialist
Naperville, IL
Full-time
Onsite
Mid Level
$58K/yr - $106K/yr
3+ years expBMO U.S. is committed to creating lasting, positive change for customers and communities. They are seeking an Executive Administrative and Project Specialist to provide senior-level administrative support to executives, manage operational processes, and enhance office efficiency through various administrative tasks and special projects.
Banking
Responsibilities
Provides senior level administrative and operational support within a large, diverse team including one or more senior executives
Establishes administrative support best practices and ensures consistent adoption
Manages and monitors calendars and upcoming events. Sends meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation
Leads the planning and coordination of department events, such as townhall meetings, employee engagement activities, annual giving campaigns, and volunteer events
Manages sensitive communications, Outlook inbox, reports, invoices, and related documents for the assigned Executive and maintains confidentiality
Tracks and distributes recognition awards on behalf of the Executive, as applicable
Manages new employee onboarding and exiting employee offboarding, including equipment, physical security, and systems requirements
Maintains the unit’s asset inventory
Maintain team organizational charts
Coordinating onsite events
Managing BMO Swag procurement, distribution, and storage
Building communications including but not limited to safety drills, maintenance/outages, Room/desk reservation process changes, and building sponsored events, for all key staff locations
Email distribution list management
Builds effective relationships with internal/external stakeholders, including other administrative support staff
Gathers and formats data and information into regular and ad-hoc reports, and dashboards using Word, PowerPoint, Excel and other tools
Identifies, develops, recommends and implements cost saving opportunities and seeks approval for recommendations
Develops and maintains a filing system for the team and ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available
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
Coordinates building access for staff and guests
Maintains supplies inventory
Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution
Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)
Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures)
Breaks down strategic problems, and analyses data and information to provide insights and recommendations
Collaborates with internal and external stakeholders in order to deliver on business objectives
Organizes work information to ensure accuracy and completeness
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
Desire to learn about the bank, partners, and continue to grow their career
Qualification
Required
Three years of relevant experience
Degree in related field of study
Technical proficiency gained through education and/or business experience
Verbal & written communication skills commensurate with executive level communications
Expertise in PowerPoint and proficient skills in Excel
Collaboration & team skills
Analytical and problem solving skills
Influence skills
Data driven decision making
Benefits
Health insurance
Tuition reimbursement
Accident and life insurance
Retirement savings plans
Company
BMO U.S.
We’re a bank, but there’s more to it than that. We're a top ten bank in North America and have been serving our customers since 1817.
5001-10000 employees
H1B Sponsorship
BMO U.S. has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
2024 (11)
2023 (41)
2022 (22)
2021 (14)
2020 (21)
Funding
Current Stage
Late StageLeadership Team
Mike Morton
Vice Chair U.S. Commercial Banking
Recent News
2025-10-16
2025-09-23
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