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 a team of Litigation 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.    

Additional Responsibilities:

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

• Input Third-Party related information to company-wide docketing system.

• Review Third-Party 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.

• 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.

• Respond to inquiries from both internal staff and external vendors on status of invoices. Ensure invoices are in good order for receipt by AP.

• Trouble shoot problems with department printers. Initiate and manage the appropriate service and/or purchase requests.

• Performs other duties for department such as on board/off boarding of staff, maintaining office supplies and invoice and purchasing activity.

• Handle other duties and responsibilities as assigned by attorneys and paralegals and ensure the accurate and timely completion of tasks. Projects assigned may include research, correspondence, presentation preparation, or other work of the department.

Required Qualifications:

• Bachelor’s degree preferred, or high school diploma and advanced secretarial school certificate.

• Three to five years’ experience as an administrative assistant.

• Extremely professional, responsive and detail oriented.

• Punctual and dependable.

• Strong organizational, verbal and written communication, design and presentation skills.

• Familiar with structure and purposes of types of documents generated in litigation.

• Excellent problem-solving skills.

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

• Proficiency in Office 365 applications including Word, Excel, PowerPoint, SharePoint, Outlook as well as Adobe.

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

• Ability to interact with all levels of management and work with top management in a support capacity.

• Knowledge of e-billing and content management systems is helpful.

• Ability to work overtime as necessary.

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.

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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,