BMO Harris Bank Administrative Assistant in Buffalo Grove, Illinois

This job was posted by : For more information, please see: The Administrative Assistant III is accountable for providing specialized and professional support to an executive and their senior managers within a large and diverse department or business group, and also provides general office and human resources support as needed. Monitors and ensures that administrative and operational processes and control standards are followed while seeking to determine, develop, and participate in implementation of improvement opportunities.Develops and leverages relationships cross-LOBs, with executives and senior managers, and externally, to foster and support intra-group coordination while carrying out accountabilities. Develops communications, correspondence, presentations, including deciding on or recommending content. Responds to related inquiries on the department's behalf, or escalates for resolution as appropriate. Supports or manages various projects such as business process improvement initiatives, event planning, and office relocations Prepares standard correspondence, reports and presentations, ensuring completed material is produced in a timely manner. Performs business/situational analysis and develops recommendations to support business decisions. Participates in recommending the most appropriate alternative to achieve business goals and business needs more efficiently and effectively. Performs budget forecast/variance analysis. Maintains expenses within budget and performs financial analysis of billing and costing to support of business decision making. Monitors and analyzes project expenses to ensure they are within budget.Processes invoices in adherence with BMO processing guidelines, and vendor agreements. Processes and tracks overtime and on-call claims in adherence to bank and/or divisional policy to ensure timely payroll processing and performs budget tracking.Manages and monitors the Executive's calendar of scheduled appointments', or upcoming events and matters requiring immediate attention. Coordinates meeting invitations and agendas, travel arrangements, books meeting rooms and arranges for resources and other requirement in support of smooth and efficient meeting facilitation.Prepares and dispatches outgoing mail and manages courier requests as requiredMaintains a central e-mail Global Address list and ensures all staff receive e-mail communications.Responds to and resolves routine and moderately complex inquiries. Logs departmental expense reports and develops and maintains efficient diary, filing and e-filing systems to ensure business and operational materials are readily available.Manages all aspects of premises related matters such as office moves, relocations, office planning and new furniture requirements. Leads or participates in planning, coordinating and implementing department events.Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis. Maintains and tracks staff vacations and absences in accordance with divisional guidelines. Participates in resolution of issues. Administers recognition program materials and processes in support of recognizing staff contributions. Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.). Produces monthly/quarterly reports and monitors that funds are allocated within budget.