Executive Assistant

This is an Executive Assistant role that delivers high‑touch, proactive support, for three senior leaders:

• The VP, Global Head of Brand & Community Investment

• The VP, Group Functions AI

• Global Product Owner, AI Platforms

You will function as a strategic extension of their offices, protecting time and attention, orchestrating complex operations across time zones, and enabling focus on high-value priorities. The ideal candidate blends flawless execution with proactive judgment, stakeholder finesse, and strong digital/AI fluency.

Impact & What Success Looks Like:

• Executives consistently operate at peak effectiveness; calendars, priorities, and communications are aligned to strategic objectives.

• Board/leadership materials and external-facing briefs are prepared early, with clear narratives and next-step actions.

• Multi-executive support feels seamless; conflicts are anticipated and resolved across time zones without escalations.

• Key initiatives (Brand, Community Investment, Advanced Analytics/AI Platforms) maintain momentum through disciplined follow-up and stakeholder coordination.

Position Responsibilities:

Executive Operations & Time Optimization

• Own complex calendars across global time zones; prioritize ruthlessly against strategic outcomes; prepare day-of briefs and decision support.

• Plan end-to-end domestic/international travel (visas, entry requirements, briefing binders, contingency planning).

• Prepare meeting agendas, talking points, pre-reads, and capture actions; drive follow-through to closure.

• Manage inboxes (triage, drafting, and follow-ups) and correspondence that reflects each executive’s tone and brand.

• Process expenses and manage vendor/billing issues with accuracy and speed.

Stakeholder & Communication Management

• Serve as a trusted point of contact for internal leaders, external partners, agencies, and community organizations.

• Draft and refine executive communications, speeches, and external remarks; align messaging to brand standards.

• Handle sensitive information with absolute discretion, model executive presence in every interaction.

Digital, Data, & AI Fluency

• Leverage Microsoft 365 (Outlook, Teams, SharePoint, PowerPoint, Excel) and collaboration tools (e.g., Asana/Monday/Planner) to streamline workflows.

• Use AI-enabled tools (e.g., Microsoft Copilot) to help draft briefs, summarize materials, generate itineraries, and surface action items.

• Support basic data coordination and reporting (dashboards, KPIs, meeting scorecards) with strong attention to accuracy and context.

Governance, Compliance & Operational Discipline

• Maintain organized, secure records and knowledge assets; manage confidential files and permissions appropriately.

• Coordinate required filings, renewals, and approvals, partner with Compliance, Legal, and Finance on process accuracy and timeliness.

• Champion meeting hygiene and operating cadence – clear agendas, decisions, owners, and deadlines.

Required Qualifications:

• 8+ years of experience supporting senior executives in large, matrixed or global organizations (including 5+ at VP/C-suite level).

• Proven success supporting multiple executives with distinct styles and priorities.

• Exceptional written and verbal communication; high EQ and cultural intelligence.

• Advanced proficiency with Microsoft 365 and collaboration tools; comfort learning new AI-enabled workflows.

• Demonstrated discretion, judgment, and integrity handling confidential information.

Preferred Qualifications:

• Experience in brand/marketing, community investment/ESG,

• Experience in supporting a technical team (engineers, IT, construction, data science, or finance/actuarial).

• Familiarity with basic reporting (dashboards, KPI scorecards) and presentation storytelling.

• Bachelor’s degree or equivalent experience; professional EA/EBP training or certifications.

Ways of Working:

• This is a Hybrid role based in Toronto, supporting executives in Toronto and Boston. Hybrid for us, means 3 days per week in office (Mon, Tues, Wed) and Mon, Fri work from home.

• Global time zone support with occasional early/late meetings.

• Light travel may be required for leadership meetings and events.

• High-trust, high-autonomy environment; success measured by outcomes and reliability.

Success Measures (First 90 Days):

• Establish cadence, preferences, and artifacts (briefing templates, decision logs, action trackers) for each executive.

• Stabilize calendars and communications; reduce scheduling conflicts and turnaround times.

• Deliver two priority meetings/events end-to-end with exemplary preparation and follow-through.

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 [email protected].

Referenced Salary Location

Salary range is expected to be between

Employees also have the opportunity to participate in incentive programs and earn incentive compensation tied to business and individual performance. 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. If you are applying for this role outside of the primary location, please contact [email protected] for the salary range for your location.

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.