Executive Assistant

John Hancock’s US Law Department is seeking a highly organized and detail‑oriented Executive Assistant to provide comprehensive administrative and secretarial support to five Attorneys. In addition, this role will provide operational support to our Third‑Party Paralegal Team, ensuring the accurate intake of material into our company docketing system. This daily workflow ensures that third-party matters (i.e., matters as to which the Company is a third-party rather than a litigant) are efficiently docketed, tracked, and processed using designated systems and tools.    

You will support two primary document‑intake streams:

• Hard‑copy documents received by mail

• Digitally served documents delivered through our nationwide registered agent for service of process (CSC). The process uses Passport, SharePoint, LawPack Archive, and the Litigation Division Shared Drive. The types of third-party documents we receive include authorizations for release of information in probate proceedings, bankruptcy notices, divorce decrees, Dept. of Labor subpoenas, fraud referrals to state regulators, garnishments, grand jury subpoenas, guardianships, IRS levies, IRS summons, account levies, levies on wages, liens, QDROs, restraining orders, search warrants, keeper of records subpoenas, summons joinders, child support or spousal or medical support orders, verifications, and earnings withholding order.

For Documents Received by Mail:

• Mailroom personnel scan all mail into the Third‑Party SharePoint folder.

• Steps for Executive Assistant:

  • Download mail from SharePoint.

  • Date stamp each piece using Adobe.

  • Check Passport and LawPack Archive for prior records.

  • For new matters:

    • Create and docket cases in Passport

    • Assign the matter to a Paralegal in Charge (“PIC”)

    • Add detailed comments

  • For existing matters:

    • Update comments and associate new documents accordingly.

• Log all 3rd Party matters received on the Third Party’s Excel spreadsheet Mail Log.

• Move scanned documents to the work queue folder for the assigned PIC on the Shared Drive.

For Digital Documents Received through CSC:

• A paralegal reviews and acknowledges CSC transmittals daily online through the CSC portal.

• The paralegal sends instructions to the EA for processing and docketing.

• Steps for EA:

  • For new matters: the EA opens the case in Passport, including adding a new Task entry.

  • For existing matters: Assigns to existing PIC and adds a new Task entry within Passport.

  • EA inputs information on the 3rd Party’s Excel spreadsheet Mail Log, digitally stamps documents via Adobe, and adds detailed comments such as Passport Matter Number, assigned PIC, “new” vs. “existing” matter and the date the matter was opened.

  • EA moves CSC transmittal documents to the work queue folder for the assigned PIC on the Shared Drive.

Systems & Tools Used:

• Third-Party Unit SharePoint site

• Passport

• LawPack Archive

• Litigation Division Shared Drive

• Adobe (stamp and comment functions)

Additional Responsibilities:

• Compile and print highly confidential information, including for use in reports and meetings.

• Compose letters, memoranda and other documents and handle routine correspondence as directed.

• Input litigation related information to company-wide docketing system.

• Review litigation related documents for critical deadline and other information.

• Make contact as required with outside counsel and adversary counsel.

• Schedule appointments and meetings for department personnel.

• Timely pick up and/or deliver department mail to/from company mail room.

• Make travel arrangements for department staff and process related expense reports. Arrange function room, menus and travel for large and small meetings in accordance with Company travel and expense policies.

• Utilize the company’s e-billing system to manage external legal spend. Establish and close matters, update company and firm participants, cost center, etc. Respond to inquiries from both internal staff and external vendors on status of invoices.

• Ensure invoices are in good order for receipt by AP: appropriate amount, payee, matter and service description

• Assist in-house counsel with settlement checks and wires using all appropriate E-Treasury platforms to ensure settlements are issued timely.

• Trouble shoot problems wi