Executive Assistant

Join our Enterprise Technology Service Team.

We are looking for an experienced Executive Assistant to provide support to our CTO. This position is hybrid based in Downtown, Toronto.

Responsibilities:

• Manage complex calendar and prioritize the Chief Technology Officer’s schedule.

• Organize meetings with direct reports, other Executive and teams, coordinate management meetings/conferences, and handle internal/external meeting room bookings, catering, and assist with Town hall setups.

• Manage travel arrangements, including national and international travel, purchasing tickets, hotel reservations, and aligning with other admins when traveling with other leaders.

• Handle confidential information with discretion and interact effectively with all levels of management, other departments, and internal/external customers.

• Anticipate issues and take appropriate action to ensure the most effective use of the CTO's time.

• Ensure the CTO has all important information for meetings by organizing and preparing relevant documentation for pre-reads and coordinating agenda items.

• Prepare and submit expense reports, review and manage incoming expenses/system approvals, and process various expenses and invoice payments.

• Lead onboarding of new direct reports to CTO and mentor less experienced EAs.

• Perform other administrative duties to support the smooth operation of the CTO’s office, including maintaining office supplies and equipment, ordering stationery, supporting effective onboarding/offboarding processes, signing in vendors to the building, and escorting them to the CTO's office or meeting room.

Approval Management:

• Organize and streamline the approval process for various documents and requests.

• Handle and process approvals on behalf of the CTO, ensuring timely and accurate execution.

• Track and report on the status of approvals to ensure compliance with organizational policies.

Communication:

• Act as a liaison between the CTO and internal/external partners.

• Screen and prioritize incoming communications, including emails, calls, and messages.

• Draft, proofread, and edit correspondence, reports, and presentations.

Event Planning:

• Plan and coordinate company events, conferences, and other functions as required.

• Manage logistics, including venue selection, catering, and transportation.

Skills and Experience:

• Strong interpersonal skills with a high comfort level in dealing with senior management and individuals at all levels.

• Great teammate who collaborates well across departments to ensure desired outcomes are achieved.

• Demonstrates tact and professionalism and maintains confidentiality.

• A solution driven individual who thrives in a fast-paced environment, takes accountability for their work and can make decisions and exercise sound judgment.

• Ability to balance and prioritize competing demands on their time while maintaining high degree of accuracy.

• Strong service orientation and sound judgment in assessing and handling requests.

• Excellent verbal communication, writing and editing skills.

• Excellent knowledge of Windows, Office 365 (Word, Excel, PowerPoint), Yammer, Teams, SharePoint.

• Knowledge of the organization's operations and policies helpful.

• Ability to review data for reasonableness using initiative to investigate anomalies.

• Ability to lead, coach and engage others in a team environment.

• University or College diploma in Administration or Business or extensive related business experience; minimum of 10 years’ experience providing executive secretarial support to senior management.

Working Condition:

• Prioritization and time management in a fast paced, high-volume workload, multi-tasking environment.

• Working with diverse global collaborators.

• Working overtime when required meeting internal or external deadlines.

• Ability to adapt quickly to the Sr. Executive’s unexpected change in schedule and to follow through with affected parties in a timely fashion.

• Strict confidentiality should always be paramount in everything that represents the CTO and their office.

• Resourcefulness in getting the Senior Executive information ahead of meetings.

• Manage complex travel arrangements and coordinate with multiple people in different countries.

What can we offer?

• 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:

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.

Continuous innovation

We invite you to help redefine the future of financial services.

Delivering the promise of Diversity, Equity, and Inclusion

We foster an inclusive workplace where everyone thrives.

Championing Corporate Citizenship

We build a business that benefits all stakeholders and has a positive social and environmental impact.

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.