Application Deadline: 05/30/2024 Address: 151 W 42nd Street Job Family Group: Business Management MANDATE The Team Lead, Administration reports directly to the Senior Business Manager in I&CB Strategy & Business Management. The incumbent is a direct manager for the Administrative and Executive assistants and key stakeholder for the Professionals they support. The incumbent is accountable for planning, developing and implementing effective administrative services and strategies across I&CB. The incumbent is responsible for resource planning and placement, goal setting, performance management and professional development of the individuals they manage. The incumbent is responsible for full cycle recruiting for administration support including the coordination of new hire onboarding and training as well as administrative support coverage. The incumbent is responsible for driving the year-end process in coordination and concert with the administrators and professionals, including performance reviews, ratings and compensation. In a high-performance, winning culture, the incumbent should demonstrate leadership skills in the areas of negotiation, coaching, communication and problem solving. ACCOUNTABILITIES A) Managerial Leadership - Lead team in the delivery of exceptional administrative services by setting standards for service level and quality of work - Demonstrate leadership skills to administrative staff and by acting as a key stakeholder the professionals they support by way of coaching, problem solving and performance feedback in order to drive a high performance culture. Escalation of issues to the HRBP as required - Partner with LOB professionals to assess performance during mid-year and year-end process (inclusive of Corrective Actions & Performance Improvement Plans) - Identify and train SMEs on admin centric processes - Manage and facilitate monthly check-ins - Management of Workday, including the recruitment and selection of contingent talent and new FTE - Ensure the scheduling of sufficient and appropriate staff to cover current and future workload - Regularly solicits feedback (as per schedule) for new employees - Required to understand the different skills and capabilities of varying roles within the team B) Project and Process Management - Foster an environment of continuous improvement, and look for ways to identify process improvements and innovations - Facilitate roll-out and training of new initiatives - Provide management on all Best Practices by job function and benchmarks C) Risk Management & Control - Manage and refine risk approaches within admin process by ensuring required policies and controls are implemented and adhered to - Ensure audit/regulatory guidelines and requirements are adhered to AUTHORITIES: This role has the authority to: - Recommend or approve hiring and reward (compensation and recognition) decisions - As required provide guidance on addressing performance gaps, including the creation of Action Plans for Success and Performance Improvement Plans - Recommend changes in standards or processes - Recommend or approve strategy, processes, solutions, enhancements - Other authorities as delegated by I&CB Leadership CROSS-FUNCTIONAL RELATIONSHIPS: I&CB Senior Management Product/Sector Heads Human Resources Employee Relations Compliance/Legal Finance SCOPE AND IMPACT This role has direct or in-direct impact on the following: - Mitigation of negative external client impact by providing high quality administrative interaction - Talent management and the impact of the leadership role in the success of the Bank’s vision/mission and the high performance culture KNOWLEDGE AND SKILLS: Knowledge - Undergraduate Degree in a related field. Other professional related training to keep skills current with office productivity software and to develop leadership capability. - Requires a minimum 6 year’s experience in an administrative/ professional support function, with any experience in a similar supervisory role. In addition experience in working in a complex fast-paced environment, dealing with complex issues and managing conflicting priorities within scope of a similar role. - Some HR experience, specifically in recruiting, performance management, and training/coaching an asset. - Solid project management skills required to coordinate and lead a variety of initiatives. - Seasoned knowledge of bank financial processing standards and key business processes. - Seasoned broad business knowledge and specific understanding of the organizational unit, its functions, products and customer groups. - Expert understanding of the processes, policies and procedures required for supporting the business. - Good working knowledge of financial and accounting principles and human resources policy. Skills - Ability to work with limited direction and ambiguity to supervise and allocate work and to make decisions within scope of accountability. - Ability to organize business information and develop it into cohesive, professional reports and presentations with minimal guidance. Ability to recognize and respond to business related issues within the scope of the material. - Extremely detail oriented, very well organized, able to manage time and multi-task to accomplish a wide variety of tasks with conflicting priorities. - Ability to deal with clients in a professional and courteous manner by developing and leveraging professional working relationships. - Ability to employ and leverage knowledge of the organization and the supported business unit’s uniqueness to carry out accountabilities. - Solid project management skills to coordinate and lead a variety of initiatives. - Expert ability at administrative tasks for purposes of teaching/coaching staff. - Expert level MS Outlook skills - Advanced PC skills (MS Office Suite, web browsers). - Exceptional communication skills, both written and verbal. - Must possess the highest level of integrity and be very adept in managing matters and information that are both highly sensitive and confidential. Working Conditions: Work is in a normal hybrid office environment and remotely liaises with teams across several offices in the US and Canada. Has limited exposures to risk or ill health; however, may have periods of moderate to high levels of stress. Role requires the ability to interact on a cross functional basis with other groups while also operating independently. Flexibility to work outside standard business hours occasionally in order to execute requirements. Compensation and Benefits: $61,600.00 - $114,400.00 Pay Type: Salaried The above represents BMO Financial Group’s pay range and type. Salaries will vary based on factors such as location, skills, experience, education, and qualifications for the role, and may include a commission structure. Salaries for part-time roles will be pro-rated based on number of hours regularly worked. For commission roles, the salary listed above represents BMO Financial Group’s expected target for the first year in this position. BMO Financial Group’s total compensation package will vary based on the pay type of the position and may include performance-based incentives, discretionary bonuses, as well as other perks and rewards. BMO also offers health insurance, tuition reimbursement, accident and life insurance, and retirement savings plans. To view more details of our benefits, please visit: https://jobs.bmo.com/global/en/Total-Rewards We’re here to help At BMO we are driven by a shared Purpose: Boldly Grow the Good in business and life. It calls on us to create lasting, positive change for our customers, our communities and our people. By working together, innovating and pushing boundaries, we transform lives and businesses, and power economic growth around the world. 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 http://jobs.bmo.com/us/en 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. BMO is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law. Accommodations are available on request for candidates taking part in all aspects of the selection process. To request accommodation, please contact your recruiter. Note to Recruiters: BMO does not accept unsolicited resumes from any source other than directly from a candidate. Any unsolicited resumes sent to BMO, directly or indirectly, will be considered BMO property. BMO will not pay a fee for any placement resulting from the receipt of an unsolicited resume. A recruiting agency must first have a valid, written and fully executed agency agreement contract for service to submit resumes. BMO is a leading bank driven by a single purpose: to Boldly Grow the Good in business and life. Everywhere we do business, we’re focused on building, investing and transforming how we work to drive performance and continue growing the good. Who we are We’re proud to be fueling growth and expanding possibilities for individuals, families and businesses. More than 12 million customers count on us for personal and commercial banking, wealth management and investment services. As the 8th largest bank in North America by assets, we provide personal and commercial banking, wealth management and investment services to more than 12 million customers. In Canada, the United States and across the globe, we’ll continue to build, invest and transform to drive performance that serves the good that grows.