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Private Wealth Admin Assistant – Co-op/Internship
Summer 2023, 4 Months
Posted on 1/16/2023
Victoria, BC, Canada
Experience Level
Desired Skills
  • Compiles, copies, sorts, and files records of office activities and business transactions
  • Administers a filing system to ensure the availability of business and operational reports, forms, and other documentation
  • Creates, maintains, and enters information into databases
  • Prepares funding approval requests for department projects
  • Tracks, verifies, and processes department budget and capital expenditure invoices
  • Resolves or escalates invoice discrepancies in accordance with accounts payable policies, procedures, and vendor agreements
  • Assists with the coordination and processing of work orders for equipment warranties, maintenance, and repairs (e.g. documents, tracks, and communicates maintenance requests to appropriate areas for execution)
  • Maintains office supplies inventory, checks inventory of supply stocks, places and facilitates the execution of office supply orders, and verifies receipt
  • Schedules meetings and coordinates applicable audio-visual equipment, catering, room setup, and conference calls
  • Books travel arrangements and prepares itineraries for management
  • Answers central phone lines, responds to and resolves or escalates inquiries for resolution
  • Supports the development of tailored messaging by writing, editing, and distributing communications materials (e.g. correspondence, agendas, presentations, proposals, reports, bulk emails, and policies and procedures) and dispatching outgoing communication
  • Processes modifications and updates to departmental procedures for manager's approval, ensuring new information and procedures are provided to the team
  • Verifies staff timesheets and collects and tracks staff attendance data (e.g. overtime, sick, and vacation time) in accordance with applicable guidelines to ensure consistency and determine staff availability
  • Liaises with internal business units and external vendors to coordinate and implement changes to premises to accommodate incoming and outgoing staff and contractors (e.g. relocations, office planning and new furniture requirements) with minimal interruptions to business operations
  • Completes standardized tasks under supervision
  • Performs initial problem solving within given rules/limits & escalates when required
  • Broader work or accountabilities may be assigned as needed
  • Qualifications:
  • High school diploma or equivalent work experience
  • Certificate in Office Administration is desirable
  • Working knowledge of general office procedures
  • Working knowledge of office equipment, such as photocopiers and printers
  • General knowledge of audio visual equipment to conduct training and demonstrations, perform maintenance, and troubleshoot issues
  • Basic knowledge learned on the job
  • Verbal & written communication skills - Basic (in business environment)
  • Organization skills - Basic (in business environment)
  • Collaboration & team skills - Basic (in business environment)
Bank of Montreal (BMO)