Senior Executive Assistant - HR/DEI

We are a leading financial services provider committed to making decisions easier and lives better for our customers and colleagues around the world. From our environmental initiatives to our community investments, we lead with values throughout our business. To help us stand out, we help you step up, because when colleagues are healthy, respected and meaningfully challenged, we all thrive. Discover how you can grow your career, make impact and drive real change with our Winning Team today. 

Working Arrangement

Job Description

This role provides administrative support to the Head of HR for John Hancock and his/her team for project/program based administrative tasks for 50% of time, and to the Head of DEI (and her/his team as needed) for 50% of time.

The opportunity

While the role will own traditional EA activities such as calendaring, expense reporting, travel management etc., we are looking for an enthusiastic, learning oriented colleague who is interested in getting involved mor broadly in working with our teams!  Possibly HR is an interesting career path for you, and this may be a gateway role for more experience with HR as a path. Expect to take ownership of HR/DEI related project work, seek out opportunities where you can lean in and take some of the administrative work off the teams, and generally be an active and engaged member of the teams

Key responsibilities include: -

·         HR/DEI related administrative project work, data entry/management, and general involvement in supporting the delivery of the HR/DEI work for the teams supported (for example research, data management/tracking, data entry, event/meeting planning, coordination of activity, status reporting, tracking correspondence, presentation development or excel preparation etc. as needed by leader or her/his team members). 

·         Office of’ Management - Handles the day-to-day responsibilities relating to office management and transportation whenever necessary.  Orders office supplies, handles food orders for meetings, coordinates dinner reservations and travel arrangements.  Manages contacts, returns calls, responds to necessary emails. 

·         Calendaring & Scheduling – including prioritizes appointments, resolves conflicts, anticipates, and handles trickle down effects, manages calendar, sets up conference and video conference calls. Handles rescheduling and cancelation of meetings to maintain fluidity of day, manages team meeting agendas, interacts with both internal and external connections, executives, leaders, and assistants to coordinate meetings and other initiatives.  Arranges for social events as needed.

·         Expense & Invoice Management – including preparing expense reports, managing receipts, reviews expense reports from team members. Arranges gifts for life events.  Handles preparation of all payment requests for invoices from vendors and manages through to completion. 

·         Travel Arrangements – plans and coordinates all business travel arrangements including ticketing, detailed itineraries, advanced information for travel/weather conditions, pre-check-in, TSA arrangements, passport coordination, Visas, hotel memberships, and ground transportation.  Supports team members with same as needed. 

·         Document Support – including creating, editing, and modifying presentations, carefully proofreads all documents sent out by the executive, whether created by the admin/executive or by someone else, ensuring grammatically correct and no spelling issues.  Prioritizes and summarizes contents of incoming materials - e.g., mail, reports, government notifications, articles etc.

·         ‘Functional Knowledge – stay current with HR and DEI related functional operations to support problem resolution and work as needed (for example, ability to run down and resolve issues through AskHR, ability to request reporting through appropriate channels etc.)

·         Employee on-boarding/termination – For new employees, liaise with IT, Security, HR, and Facilities to get IT and physical access, ensure work area is clean, functional, and appropriately set up with supplies, etc. For employee terminations, liaise with IT, Security, HR, and Facilities as required to discontinue IT and physical access, ensure the return of Manulife equipment and property, ensure office space is emptied/cleaned, make appropriate entries on company databases.

- The Head of DEI is a global role, and as such has team members and engagements with leaders in Asia, along with periodic travel to Asia.  This support role will occasionally require availability to respond/support executive needs outside of US business hours. 

Expectations of how the role engages

• This role is Hybrid and is required to be in the office 3 days a week (Tuesday, Wednesday, Thursday).  Remaind