Executive Assistant

We are looking for an Executive Assistant to provides diverse and advanced administrative support for a senior officer. The Executive Assistant will utilize technical and business knowledge, company policies and practices and overall organizational awareness to support and communicate on behalf of executive and / or officer. 

Position Responsibilities:

• Within established guidelines, relieves executive and team of details and advanced administrative duties. Personally, takes action whenever possible. 

• Manages projects as assigned and ensures the accurate and timely completion of tasks. 

• Communicates information to and from the executive and team from a wide range of internal and external contacts. 

• Delegates for staff implementation of commitments made by the executive and team and updates the executive and team on progress. 

• Gathers, assembles and analyzes highly confidential and sensitive information and data from a wide variety of sources and prepares reports and memoranda. May make recommendations regarding changes and solutions to issues or problems. 

• May prioritize telephone calls and meeting requests, personally responding whenever possible using judgment on potentially urgent matters. 

• Prioritizes and summarizes contents of incoming materials, e.g. mail, reports, government notifications, articles, competitor packages requiring knowledge of operations, an understanding of pertinent individuals involved, protocols, actions required, timelines, signature authority required, compliance and regulatory mandates. 

• Composes correspondence and documents of a highly confidential nature. 

• Maintains file records for executive and/or officer. 

• Schedules meetings and prepares agendas. 

• Regularly interacts with board and committee members, other internal and external executives to obtain and furnish information. 

• Uses various applications to produce reports, spreadsheets, presentations and other documents. 

• Generally, plans, organizes and schedules own work. 

• Arranges and coordinates travel and meeting schedules, including travel agendas and meeting schedules. Handles details involving foreign travel including entry papers, currency, passports and visas. 

• Handles significant corporate and regulatory matters

• Completes expense reports and maintains detailed records of expenses. 

• Follows up with billing related matters or expense charge discrepancies 

• Logs expense and entertainment information 

• Performs other duties as assigned, such as taking minutes of meetings or other administrative functions to support departmental meetings 

Shared Responsibilities

• Works with others to ensure efficiency of the administrative and support functions. 

• May oversee or collaborate on special projects or initiatives. 

Required Qualifications:

• Bachelor’s degree preferred 

• High School diploma and advanced secretarial certificate 

• 7 plus years of related secretarial or administrative assistant experience 

• 5 – 7 years of related experience 

• Proficiency in all MS Office applications 

• Broad understanding of the organization’s policies and practices Competencies: 

• Activity Coordination 

• Business Partnering 

• Prioritization 

• Service Delivery Effectiveness 

• Troubleshooting/Technical Support Decision Authorities: 

• Prioritizing meetings, calls and situations for executive review 

• Improving administrative business practices to increase effectiveness

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.

The role being advertised is an existing vacancy.

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 ou