Executive Assistant

The Executive Assistant will provide advanced level administrative and organizational support to the Global Real Estate Finance team, enabling the team to operate efficiently and effectively in a fast paced, investment driven environment. This role requires strong organizational skills, attention to detail, good judgment, and the ability to balance multiple priorities while supporting Global Real Estate Finance team members (4-5).
 
Position Responsibilities: 

• Provide diverse and advanced administrative support to Global Real Estate Finance team members in the Toronto and Boston head offices.

• Within established guidelines, relieve executive and/or officers of details and advanced administrative duties. Personally, take action whenever possible.

• Schedule meetings and prepare agendas.

• Handle complex calendars that change frequently. Prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters.

• Own the draft of invites and be proactive to incorporate additional context for attendees.

• Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules. Handle details involving foreign travel including entry papers, currency, passports, business travel letters, and visas.

• Complete expense reports and maintain detailed records of expenses.

• Follow up with billing related matters or expense charge discrepancies.

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

• Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies.

• Register visitors and arrange function room, menus and travel for large and small external meetings in accordance with Company travel policies.

• Prepare routine reports with respect to the business activities of the group

• Perform other duties as assigned, such as taking minutes of meetings, space planning (new associates), record keeping, maintaining contacts and inputting business cards, maintaining office supplies, invoice and purchasing activity, or other administrative functions.

• May participate in broader department projects as required; ensure the accurate and timely completion of tasks.

• Assist with the planning and implementation of departmental events and activities, including conferences (eg. Mortgage Bankers Association).

• Assist in crafting draft presentations.

• Acts as back-up to other Executive Assistants in department.

• Generally, plan, organize and schedule own work. Ability to be agile as priorities and request change.

Required Qualifications:

• College diploma or Undergraduate degree or equivalent.

• 2+ years of related administrative assistant experience, some project management experience preferred.

• Strong organizational skills (planning, coordination, priority setting, task management and follow through).

• Proficiency in standard MS Office applications such as Outlook, Teams, Word, Excel, as well as experience with human capital management systems, expense and travel management systems, or ability to learn new systems of this type. Manulife uses Workday, Concur, and CWT Travel 

Preferred Qualifications:

• Ability to work in a global work environment.

• Strong oral/written communication skills required to interact with senior officers and representatives.

• Excellent meeting planning skills.

• Ability to handle complex and critical work situations with sgood judgement discretion, and empathy.

• Highly collaborative and results-oriented.

• Strong interpersonal skills and ability to work efficiently across cultures.

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.

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].

Referenced Salary Location

Salary range is expected to be between

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.