Executive Assistant

MIM is seeking candidates to apply for the position of Executive Assistant for its Private markets Group.  The position will be located in MIM’s Boston office.

Position Responsibilities:

• Assemble information to use in reports and meetings, including, letters, graphics and other documents and handle routine correspondence as directed.

• Schedule appointments and meetings for department personnel. Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies.

• Make travel arrangements for department staff and process related expenses reports. Arrange function room(s), menus and travel for large and small external meetings in accordance with Company travel policies. Track expenses and invoices and ensure payments are coded to the appropriate account. Report on variances and research discrepancies.

• Organize, coordinate and execute marketing events in conjunction with department staff.  Includes exploring venue options, securing space/tickets and planning menus, accommodations and travel.

• Support front office teams with administrative tasks related to books and records and direct support during quarterly and annual audit processes.

• Provide front office team with support when transactions occur, specifically updating legal documents and forms and coordinating signatures.

• Set up and maintain filing system for assigned department(s), including confidential data and ensure records are accurate and up-to-date. Utilize software to generate reports, brochures, pamphlets, presentations, in-house publications, etc.

• Handle administrative projects as assigned and ensure the accurate and timely completion of tasks.

• Coordinate the onboarding of new employees and offboarding of departing employees. Ensure timely delivery of, and set up of hardware (computers, mobile phones, etc.).

• Performs other duties such as: space planning (new hires), record keeping, phone listings, shared folder update, maintaining office supplies, and invoice and purchasing activity.

• Coordinate with vendor management team on the onboarding of new vendors.

• Other duties as assigned.

Qualifications:

• Bachelor's Degree desired but not required.

• A minimum of 3 years administrative assistant experience.

• Notary Public license a plus.

• Prior experience with updating forms and legal documents a plus.

• Strong organizational skills.

• Strong verbal and written communication skills.

• Ability to gather and consolidate data from various sources.

• Ability to set priorities, handle multiple tasks, and meet deadlines.

• Flexible and adaptable to rapidly changing priorities and the ability to handle confidential information.

• Typing and proficiency in Windows based computer applications (Microsoft Office).

When you join our team:

• We’ll empower you to learn and grow the career you want.

• We’ll recognize and support you in a flexible environment where well-being and inclusion are more than just words.

• As part of our global team, we’ll support you in shaping the future you want to see.

About Manulife and John Hancock

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. To learn more about us, visit https://www.manulife.com/en/about/our-story.html.

Manulife is an Equal Opportunity Employer

At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, famil