Are you looking for unlimited opportunities to develop and succeed? With work that challenges and makes a difference, within a flexible and supportive environment, we can help our customers achieve their dreams and aspirations.
Job Title: Executive Assistant
Reporting to the VP, System and Platform Services, Global Wealth and Asset Management (GWAM) Technology, the VP, Digital Technology, and the VP, Canadian Wealth Technology, the Executive Assistant handles day-to-day administrative responsibilities including, but not limited to: scheduling internal and external meetings, maintaining complex calendars and travel plans (domestic & international), obtains travel visas when necessary, placing and receiving phone calls; sending and receiving email and written correspondence, and managing documents. Will also be responsible for processing expense reports, maintaining paper and computer files, and helping with special events as needed.
The executive assistant conducts and interacts with various levels of management both within GWAM, IT and across Manulife. The ability to execute professional-level tasks with minimal direction but also be flexible enough to be directed at times is essential. The executive assistant should have exceptional communication and prioritization skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work.
What you will do:
Perform professional-level tasks that are sensitive in nature, requiring independent judgment, initiative, and tact
Strong computer skills using Microsoft Outlook and MS Office – PowerPoint, Word, and Excel (intermediate/advanced experience)
Manage and prepare presentations for internal and external audiences, under general direction (does not facilitate presentations)
Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services)
Coordinate and manage offsite and onsite meeting logistics (international and domestic)
Liaise with other Executive Administrative Assistants to coordinate meetings and complex travel logistics: air, ground transportation, meeting preparation, agenda preparation, and dinner arrangements, etc.
Manage local facilities working with internal service providers as needed
Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last-minute schedule changes and urgent meeting requests; Process and reconcile travel and expense reports for reimbursement using the Concur Expense management system; Arrange domestic and international travel; process visas and passport renewals as needed
Answer and screen telephone calls for senior leader or director from both internal/external sources, transfer calls to the appropriate party
Organize and maintain necessary confidential files and records for department as required
Ad hoc responsibilities as required
What you bring:
High school diploma or equivalent required; college degree preferred
Executive Admin 8+ years of experience; must have experience in a highly corporate environment
Financial services industry experience a plus.
Advanced software skills: Microsoft Office 2010 (PowerPoint, Excel, and Word)
MS Teams, SharePoint and Visio a plus.
Strong written and verbal communication skills
Strong interpersonal skills and the ability to be proactive with calendar management and meeting preparation and planning
Ability to be self-motivated, process-oriented and customer focused
Professional demeanor and the ability to interact with internal/external customers in a positive and professional manner always
Ability to evaluate and correct general administrative problems/exercise good discretion and judgment when problem-solving administrative issues
Ability to handle highly confidential information with discretion and professionalism always
Ability to interact effectively with internal/external contacts through correspondence or phone
Must be a team player and willing to participate in “task teams” to accomplish projects as needed
Ability to prioritize and multitask, pay attention to detail, work under pressure and meet tight timelines
Must be willing to work overtime as needed
If you are ready to unleash your potential it’s time to start your career with Manulife/John Hancock.
Manulife Financial Corporation is a leading international financial services group that helps people make their decisions easier and lives better. With our global headquarters in Toronto, Canada, we operate as Manulife across our offices in Canada, Asia, and Europe, and primarily as John Hancock in the United States. We provide financial advice, insurance, and wealth and asset management solutions for individuals, groups and institutions. At the end of 2019, we had more than 35,000 employees, over 98,000 agents, and thousands of distribution partners, serving almost 30 million customers. As of December 31, 2019, we had $1.2 trillion (US$0.9 trillion) in assets under management and administration, and in the previous 12 months we made $29.7 billion in payments to our customers.
Our principal operations are in Asia, Canada and the United States where we have served customers for more than 100 years. We trade as 'MFC' on the Toronto, New York, and the Philippine stock exchanges and under '945' in Hong Kong.
Manulife is an equal opportunity employer. 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 and advancement and we administer all of our practices and programs based on qualification and performance and without discrimination on any protected ground.
It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will consult with applicants contacted to participate at any stage of the recruitment process who request any accommodation. Information received regarding the accommodation needs of applicants will be addressed confidentially.