Executive Assistant, Office Coordinator

The Opportunity

Provides diverse and advanced administrative support for two Group Functions Technology officers and their teams. Applies technical and business knowledge, company policies and practices, and overall organizational awareness to support and communicate on behalf of the officers. Dedicated to supporting the VP of Finance & Operations Systems, as well as the VP of Legal, Compliance, Risk & Audit Systems.

Responsibilities:

• Within established guidelines, relieves executive and officer of details and advanced administrative duties.

• Manages assigned tasks and takes proactive action as needed to ensure the accurate and timely completion of tasks and to avoid potential errors.

• Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.

• Coordinates staff implementation of commitments made by the officers and updates the officers 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.

• As required, composes correspondence and documents of a highly confidential nature.

• Maintains file records for executive and/or officer.

• Schedules meetings and prepares agendas.

• Serve as the office manager for staff on the floor.

• Regularly interacts with executives and colleagues, other internal and external executives to acquire and furnish information.

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

• Generally plans, prioritizes 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.

• Completes expense reports and maintain detailed records of expenses.

• Following up with billing related matters or expense charge discrepancies

• Performs other administrative functions as assigned to support departmental meetings as well as employee engagement and team building events.

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

• May supervise or collaborate on special projects or initiatives, especially team building events, town halls and other engagement events.

• Mentors administrative support staff.

What motivates you?

• You obsess about customers, listen, engage, and act for their benefit

• Your mentality is geared towards thinking on a larger scale, always eager to explore how your agility can contribute to business success.

• You thrive in teams and enjoy getting things done together

• You take ownership and build solutions, focusing on what matters

• You do what is right, work with integrity, and speak up

• You share your humanity, helping us build a diverse and inclusive work environment for everyone

What We Are Looking For:

• Post-secondary diploma and advanced secretarial certificate.

• 5+ years of related secretarial or administrative assistant experience.

• Proficiency in all MS Office applications.

• Broad understanding of corporate organizational policies and practices.

What can we offer you?

• A competitive salary and benefits packages.

• A growth trajectory that extends upward and outward, encouraging you to follow your passions and learn new skills.

• A focus on growing your career path with us.

• Flexible work policies and strong work-life balance.

• Professional development and leadership opportunities.

Our commitment to you

• Values-first culture

• We lead with our Values every day and bring them to life together.

• Boundless opportunity

• We create opportunities to learn and grow at every stage of your career.

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, family status, disability, or any other ground protected by applicable law.

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies. To request a reasonable accommodation in the application process, contact recruitment@manulife.com.

Salary range is expected to be between

If you are applying for this role outside of the primary location, please contact recruitment@manulife.com for the salary range for your location. The actual salary will vary depending on local market conditions, geography and relevant job-related factors such as knowledge, skills, qualifications, experience, and education/training. Employees also have the opportunity to participate in incentive programs and earn incentive compensation tied to business and individual performance.

Manulife offers eligible employees a wide array of customizable benefits, including health, dental, mental health, vision, short- and long-term disability, life and AD&D insurance coverage, adoption/surrogacy and wellness benefits, and employee/family assistance plans. We also offer eligible employees various retirement savings plans (including pension and a global share ownership plan with employer matching contributions) and financial education and counseling resources. Our generous paid time off program in Canada includes holidays, vacation, personal, and sick days, and we offer the full range of statutory leaves of absence. If you are applying for this role in the U.S., please contact recruitment@manulife.com for more information about U.S.-specific paid time off provisions.