Executive Assistant

Provides diverse and advanced administrative support for a senior officer. Utilizes 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/or officer 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/officer to and from a wide range of internal and external contacts.

• Delegates for staff implementation of commitments made by the executive and/or officer and updates the executive and/or officer 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.

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

• 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 including insurance company license renewals, payments of related fees, making of required notice filings, corporate annual reports.

• Completes expense reports and maintains detailed records of expenses.

• Follows up with billing related matters or expense charge discrepancies

• Monthly 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.

• Mentors administrative support staff.

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.

#LI-Hybrid

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.