Executive Assistant

Final date to receive applications:

10/30/2026

Address:

151 W 42nd Street

Job Family Group:

Business Management

The Executive Assistant provides senior-level administrative and operational support to the US Head of BMO Global Asset Management. The role serves as a trusted partner in managing the executive’s schedule, priorities, communications, meetings, travel, and day-to-day administrative requirements.

Working with a high degree of discretion, judgment, and independence, the Executive Assistant helps ensure the effective operation of the U.S. Asset Management leadership office. The role coordinates across internal and external stakeholders, anticipates needs, resolves issues, and improves administrative processes and execution.

• Senior executive support and complex calendar management
• Meeting, travel, expense, and communication coordination
• Confidential information and stakeholder management
• Operational support for a growing U.S. Asset Management business
• Reporting, tracking, onboarding, and process improvement
• Independent judgment, prioritization, and issue resolution

• Manage a complex and frequently changing executive calendar, ensuring effective prioritization of meetings, commitments, and business activities.
• Coordinate internal and external meetings, including invitations, conference rooms, technology, materials, agendas, and logistics.
• Anticipate scheduling conflicts and proactively recommend solutions based on business priorities.
• Coordinate domestic and international travel arrangements, itineraries, and related logistics.
• Prepare and process expense reports, invoices, and other administrative documentation in accordance with established policies and procedures.
• Prepare, organize, and distribute presentations, reports, correspondence, and other executive materials.
• Track follow-up items, commitments, and action items to help ensure timely completion.
• Draft, edit, and distribute routine communications on behalf of the executive, as appropriate.
• Coordinate leadership meetings, town halls, off-sites, employee events, and other stakeholder engagements.
• Support onboarding activities, including coordination of office access, equipment, workspace, and related administrative requirements.
• Develop and maintain administrative systems, trackers, and processes that improve organization, efficiency, and follow-through.
• Organize and maintain electronic and physical records, files, and reference materials.
• Build effective relationships with senior leaders, employees, external stakeholders, and business partners.
• Handle confidential and sensitive information with sound judgment, professionalism, and discretion.
• Exercise independent judgment in managing competing priorities and resolving administrative and operational issues.
• Support additional business initiatives and special projects as required.

• Seven or more years of progressively responsible experience supporting senior executives in a complex, fast-paced business environment.
• Demonstrated experience managing complex calendars, travel arrangements, meetings, expenses, and executive communications.
• Strong organizational, planning, and prioritization skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build effective working relationships with senior leaders, employees, and external stakeholders.
• Ability to handle highly confidential and sensitive information with discretion and sound judgment.
• Proven ability to anticipate needs, work independently, and manage multiple priorities simultaneously.
• Strong problem-solving skills and a proactive, service-oriented approach.
• Proficiency with Microsoft Outlook, Word,…