[Remote] Sr Administrative Assistant - Mortgage

Note: The job is a remote job and is open to candidates in USA. BMO U.S. is a financial institution committed to creating lasting change for customers and communities. The Sr Administrative Assistant role involves providing professional support to managers, ensuring efficient operations, and managing various administrative tasks including budgeting, event planning, and stakeholder communication.ResponsibilitiesSupports the execution of strategic initiatives; includes tracking metrics and milestonesBuilds effective relationships with internal/external stakeholdersAnalyzes data and information to provide insights and recommendationsLeads the planning, coordinating and implementing department eventsProvides specialized and professional support to an executive and their senior managers within a large and diverse department or business groupCoordinates and monitors budgets and reporting on results vs. budgetProvides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilitiesManages 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 eventsDevelops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily availableSupports 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 inquiriesProcesses invoices for payment in adherence with documented processes and guidelines and vendor agreementsPrepares and logs departmental expense claims and reports. Tracks expenses to ensure they stay within budgetMakes travel arrangements, booking flight/hotel reservations as neededLiaises 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 operationsMaintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of suppliesEnsures 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 resolutionCoordinates training requirements for staff (research, booking, cancellations, confirmations, etc.)Collaborates with internal and external stakeholders in order to deliver on business objectivesOrganizes work information to ensure accuracy and completenessCompletes complex & diverse tasks within given rules/limits and may include handling escalations from other employeesAnalyzes issues and determines next stepsBroader work or accountabilities may be assigned as neededTake measured risks while protecting the bank by applying our Risk Management Framework in the execution of your role, in line with our Risk Culture and within our approved Risk Appetite, making sound and risk informed decisions that align to business strategy, protect assets, and adhere to applicable policy documents (Frameworks, Policies, Standards, Procedures and Supporting documents), laws and regulationsSkillsTypically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirableSpecialized knowledgeVerbal & written communication skills - GoodOrganization skills - GoodCollaboration & team skills - GoodAnalytical and problem solving skills - GoodBenefitsPerformance-based incentivesDiscretionary bonusesHealth insuranceTuition reimbursementAccident and life insuranceRetirement savings plansIn-depth training and coachingManager support and network-building opportunitiesCompany OverviewWe’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. It was founded in 1882, and is headquartered in Chicago, Illinois, USA, with a workforce of 5001-10000 employees. Its website is http://www.bmoharris.com/us.Company H1B SponsorshipBMO U.S. has a track record of offering H1B sponsorships, with 1 in 2025, 11 in 2024, 41 in 2023, 22 in 2022, 14 in 2021, 21 in 2020. Please note that this does not guarantee sponsorship for this specific role.