Administrative Assistant

The position plays a key role in ensuring that administrative processes are efficient, compliant, and audit-ready, while supporting global security teams, including the Director of Security, Asia with general administrative coordination, vendor management, and financial processing. This includes supporting the payment of invoices, onboarding vendors, maintaining tracking systems, and providing operational administrative support across the Global Investigation & Security (GSI), functions.

Responsibilities:

Investigations & Security & Administrative Support

Provide day-to-day administrative support to Global Investigative & Forensic Services and Corporate Security teams.

Maintain and update GIFS SharePoint sites including library structure, access, and governance.

Maintain GIFS email distribution lists.

Support onboarding of new employees (Teams, SharePoint, bios and profiles).

Provide administrative support to the Director of Security, Asia.

Respond to ad hoc requests including travel and expense inquiries.

Meetings, Events & Coordination

Coordinate meetings, conferences, and internal events including logistics, catering, and technology.

Support agenda coordination and provide timekeeping during events.

Coordinate and publish GIFS newsletters and internal communications via SharePoint and Viva Engage.

Financial Administration & Vendor Support

Support vendor onboarding and setup in EzPay for invoice processing.

Process and track invoices and support payment coordination.

Conduct first-level review of Concur expense reports and follow up on required edits.

Quarterly Claim Chargebacks

Compile GIFS’ expenses to be charged back to LTC and FedPoint

Maintain vendor records and support contract administration.

Collaboration Platforms & Communications

Administer SharePoint and Viva Engage platforms.

Ensure document management and access control standards are maintained.

Support communication and engagement initiatives across the security function.

Administrative Operations

Manage documentation and ensure audit-ready record keeping.

Support procurement and ordering of office supplies.

Assist with workflow improvements and administrative trackers.

Requirements:

• Degree holder with a minimum 2-4 years of experience in Financial Services industry, preferably a sizeable, multinational, and/or global company with senior stakeholder engagement experiences

• Strong track record supporting executives

• Well organized with excellent sense of work prioritization

• Ability to work under pressure and meet tight deadlines

• Knowledge and experience dealing with a variety of different systems, and Microsoft Office

• Ability to deal with a high level of ambiguity and utilize sound business judgment

• Great organizational skills, a strong bias for action and the ability to multitask effectively

• Ability to complete complex tasks and projects quickly with little guidance

• Excellent communication (written and verbal) and interpersonal skills

• Flexible, with the ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines

• Training, education in Business Administration, Investigations, or Security nice to have.

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].