Executive Assistant

Job Description

The Executive Assistant is responsible for providing administrative support, with a high degree of confidentiality, discretion and judgment, jointly to both the Chief Customer Centricity & Innovation Officer and Head of Global Digital Marketing.  This position assists in alleviating the department work-load, improving the department's productivity and enhancing the department's practices and administrative procedures. The individual will demonstrate initiative, effective communication, organization, and collaboration.

Key Accountabilities:

• Complex calendar management, with multiple internal and external partners.
• Proactively prepare for upcoming meetings by planning and gathering required information and materials (e.g. presentations and reports), as well as maintaining meeting records.
• Set priorities in order to meet work-loads and maintain a high degree of accuracy.
• Proactively manage agenda for regular team meetings by soliciting team for agenda topics, create draft for approval and distribute in a timely manner. 
• Coordinate domestic and international travel schedules.  Prepare detailed travel itinerary and look to save costs by adhering to corporate guidelines, policy, and processes.
• Prepare and submit expenses through collating receipts, entering expense reports on Concur and reviewing invoices.
• Manage the onboard/offboard process for new and departing employees, ensuring assets (such as laptop, workstation) are available for new employees on start date. 
• Establish quality standards with respect to administration including administrative support, general administration, supplies management, premises management.
• Maintain distribution lists for various internal and external communications.
• Help plan, coordinate, and execute offsite, team meetings, townhalls and onsite conferences.
• Word processing of key documents, including presentations and reports.
• Administer team SharePoint and Teams sites.

What motivates you?

• You obsess about customers, listen, engage and act for their benefit.
• You think big, with curiosity to discover ways to use your agile approach and enable business outcomes.
• 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

• College diploma in Administration or extensive related experience; minimum of 5 years of executive assistant experience; have experience in a large corporate environment.
• Strong interpersonal, professional and diplomacy skills with a high comfort level in dealing with senior management and individuals at all levels in the organization, as well as outside contacts.
• Strong organizational, time management and priority setting skills in order to meet tight deadlines and produce a high quality product.
• Demonstrated ability to multi-task, show initiative, and anticipate needs in a proactive manner.
• Ability to make decisions and exercise sound judgement.
• Demonstrate tact and professionalism and maintains confidentiality.
• Ability to exercise discretion with highly sensitive information is particularly important.
• Proven relationship skills including the ability to act as a liaison between staff and all internal and external customers and vendors.
• Strong customer focus and dedication to quality.
• Ability to communicate ideas orally and in writing. Strong writing and editing skills.
• Proven self-starter who takes initiative and thrives in a fast-paced environment.
• Financial services industry experience, a plus.
• Excellent knowledge of Windows, MS Office products (Word, Excel, PowerPoint) and Microsoft Teams

Key Challenges:

• Prioritization and time management in a multi-tasking environment. 
• Establishing a high level of reliability and maintaining sound business relationships in a fast-paced and deadline driven environment.
• Keep current with new company policies and procedures.
• Working overtime, when required, to meet internal or external deadlines, including evening/morning calls when working with Asia colleagues

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 [email protected].

Toronto, Ontario

Hybrid

Salary range is expected to be between

$53,775.00 CAD - $89,625.00 CAD

If you are applying for this role outside of the primary location, please contact [email protected] 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 [email protected] for more information about U.S.-specific paid time off provisions.