Executive Assistant

Manulife is a leading international financial services provider, helping people make decisions easier and lives better. Help shape the future you want to see and discover that better can take you anywhere you want to go.

Our Audit Team is seeking an Executive Assistant to provide diverse, advanced administrative support to our Executive staff. If you have administrative experience and a passion for organization, we want to hear from you! 

Position Responsibilities: 

• Set priorities to meet workloads and maintain a high degree of accuracy.

• Establish quality standards for administration, including administrative support, general administration, supply management, and premises management.

• Manage calendar entries for VPs and AVPs as requested; Manage calendar entries for others occasionally, on an as-needed basis.

• Assist Executives with Monthly, Quarterly and Annual meetings and any additional special events as requested.

• Assist Executive staff with booking Travel arrangements, hotel reservations and transportation as requested. Assist in obtaining their travel visas when required.

• Prepare and submit expense reports for Executive Staff.

• Help plan, coordinate, and execute off-site, team meetings, townhalls, and onsite conferences.

• Provide all necessary support to Executive staff, including catering, reservations, invitations and preparations of documents for their meetings.

• Maintain distribution lists for various internal and external communications.

• Assist Executives with the Annual Audit Plan as requested.

• Assist the Senior Management Team, including members not located at the Toronto office.

• Prepare and/or distribute Audit Reports and various confidential documents for Executive and Senior Management staff.

• Assist with onboarding new audit staff and contractors including requisitions for technology needs and other equipment.

• Assist with other centralized processes including preparing invoices for payment, preparing check requisitions and submitting invoices to accounts payable.

• Assist with the maintenance of the FTE and Work Area List and Organization chart for the department.

• Assist in reviewing appropriate access to Audit and Advisory Services' applications, databases, networks, and other as required.

• Assist in managing the day-to-day operations of the office

Required Qualifications: 

• 5 years of executive assistant experience in a large corporate environment.

• Diploma in Administration or extensive related administrative experience.

• 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.

• Excellent knowledge of MS Office products

• Proven relationship skills including the ability to act as a liaison between Audit Services staff and all internal and external customers and vendors.

• Strong customer service and commitment 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.

• Ability to balance multiple priorities and projects and prioritize work.  Results-oriented and organized.

• Ability to pay great attention to detail.

• Ability to make decisions and exercise sound judgment.

• Demonstrates tact and professionalism and maintains confidentiality 

• Ability to exercise discretion with highly sensitive information is particularly important.

Preferred Qualifications: 

• Knowledge of Manulife operations and company policies is an asset.

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

The role being advertised is an existing vacancy.

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.

We use data and analytics technologies, such as artificial intelligence (AI), and automated processing tools, to analyze and process the information you provide to us or third parties in the application process. For more information, please refer to our personal information collection statement.