Executive Assistant

The Executive Assistant is responsible for providing administrative support, with a high degree of confidentiality, discretion and judgment to the VP, Investor Relations. You will also support the Global Head of Treasury and Investor Relations on an interim basis. This role assists in alleviating the department work-load, improving the department's productivity and enhancing the department's practices and administrative procedures. The individual will demonstrate initiative, effective communication, organization, and collaboration.

Position Responsibilities:

• Complex calendar management, with multiple internal and external partners.

• Proactively prepare for upcoming meetings by planning and gathering required information and materials (e.g. presentations and reports), as well as maintaining meeting records in the CRM system.

• Set priorities in order to meet work-loads and maintain a high degree of accuracy while working with the VP of IR.

• Proactively manage agenda for regular team meeting by soliciting team for agenda topics, create draft for approval and distribute in a timely manner. 

• Coordinate domestic and international travel schedules.  Prepare detailed travel itinerary and look to save costs by adhering to corporate guidelines, policy, and processes.

• Prepare and submit expenses through collating receipts, entering expense reports on Concur and reviewing invoices.

• Manage the onboard/offboard process for new and departing employees, ensuring assets (such as laptop, workstation) are available for new employees on start date. 

• Establish quality standards with respect to administration including administrative support, general administration, supplies management, premises management.

• Maintain distribution lists for various internal and external communications.

• Help plan, coordinate, and execute offsite, team meetings, townhalls and onsite conferences.

• Word processing of financial documents, including financial presentations, press releases and regulatory reports.

• Administer the departments SharePoint sites.

Key Challenges:

• Prioritization and time management in a multi-tasking environment. 

• Establishing a high level of reliability and maintaining sound business relationships in a fast-paced and deadline driven environment.

• Keep current with new company policies and procedures.

• Working overtime when required to meet internal or external deadlines.

Required Qualifications:

• College diploma in Administration or extensive related experience; minimum of 5 years of executive assistant experience; have experience in a large corporate environment.

• 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 and outside contacts.

• Strong organizational, time management and priority setting skills in order to meet tight deadlines and produce a high quality product.

• Demonstrated ability to prioritize, show initiative, and anticipate needs in a proactive manner.

• Strong decision‑making skills with sound judgment, tact, professionalism, and the ability to maintain strict confidentiality when handling sensitive information.

• Excellent relationship‑building abilities, acting effectively as a liaison with staff, internal stakeholders, external clients, and vendors.

• Demonstrated customer focus and dedication to high‑quality service delivery.

• Strong communication skills, both verbal and written, including solid writing and editing capabilities.

• Self‑starter with initiative who thrives in a fast‑paced, dynamic environment.

• Experience in the financial services industry (an asset).

• Proficiency with Windows and MS Office (Word, Excel, PowerPoint) as well as Microsoft Teams (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

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.