Executive Assistant

The role is part of the Executive Assistance and Travel Management team at Manulife Business Processing Services (MBPS). The Executive Assistant is responsible for providing support to Vice President/s (VPs). Key responsibilities include managing calendars, arranging travel, coordinating and attending meetings, taking minutes, handling expense reimbursements, and providing general administrative support to the team. This role is essential for ensuring smooth and efficient operations, requiring confidentiality, professionalism, and exceptional organizational skills. The ideal candidate is proactive, detail-oriented and excels in a fast-paced environment.

Role and Responsibilities

Accountable to Vice President/s (VPs), the Executive Assistant is primarily responsible for the effective management of priorities through high quality administration and follow through of deliverables.

Responsibilities include the following:

• manages the diary of the VP and arranges their travel requirements
• facilitates departmental travel requirements
• crafts and organizes visitor itineraries, conduct research to prepare background information and briefing documents on business visitors
• coordinates and attends meetings, assists in agenda preparation, takes minutes and follows through on meeting actions
• handles the expense reimbursements
• arrange technology desk side support for the executives and their business visitors when required
• assist with the planning and implementation of departmental events and activities
• help draft and send announcements on behalf of the executive
• assist in creating draft presentations if needed
• minor admin assistance to the team
• acts as back-up to other Executive Assistants

Qualifications

• 6+ years of relevant experience as an executive assistant, administrative assistant or similar role.
• Strong oral/written communication skills required to interact with senior officers and representatives
• Strong organizational and time management abilities, with a keen attention to detail.
• Excellent meeting planning and organizational skills (planning, coordination, priority setting, task management and follow through)
• Ability to manage complex and sensitive work situations with sound judgement, discretion, and empathy
• Highly collaborative and results-oriented
• Proficient in making reports and deck/presentations
• Advanced Proficiency in MS Outlook
• Proficient in MS Office Suite which includes Power Point, Excel, Word, One Note
• Strong interpersonal skills and ability to work effectively with diverse teams.
• Excellent English written and verbal communication skills.
• Flexible on shift and overtime may be required when business visitors are on site.

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].