Executive Assistant

The role is part of the Executive Assistance and Travel Management team at Manulife Business Processing Services (MBPS). The Executive Assistant will provide virtual support to the Vice President, Global Head of Digital Experience at Manulife, offering high-level administrative assistance. Key responsibilities include, but are not limited to, calendar management, arranging travel and expenses, coordinating leadership meetings, managing the team newsletter, and providing office management support to the team.

Role And Responsibilities

• Provide comprehensive administrative support to the executive, including managing calendar, scheduling meetings, organizing travel arrangements and handling expense reimbursements.
• Organizing travel itineraries including visas, and processing expenses (experienced with Concur or similar system).
• Adept with scheduling across multiple time zones.
• Arrange technology desk side support for the executive when required.
• Lead information gathering and prepare presentations for Townhalls and key team meetings. Coordinate logistics, including room bookings and arranging refreshments. Support in agenda preparation, minute-taking, and action item follow-up.
• Draft monthly team newsletter showcasing wins, important team news and upcoming activities/reminders.
• Provide general office management support to the team
• Assist in planning and executing departmental social events.
• Ensure seamless onboarding and offboarding of team members, both on-site and remote, including summer interns.
• Coordinate employee transfers and manage related processes.
• Maintain team materials, such as organizational charts, onboarding decks and team distribution lists.
• Maintain and organize SharePoint Site and MS Teams Channel for internal communication.
• Office supplies coordination.
• Support adhoc requests for the team within reason.
  
  

Qualifications

• 6+ years of relevant experience as an executive assistant, administrative assistant or similar role.
• Strong oral and 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).
• Proficient in making reports and deck/presentations.
• Advanced Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Highly collaborative and results-oriented.
• Ability to handle sensitive and confidential information with discretion.
• Strong interpersonal skills and the ability to work effectively with diverse teams.
• Proactive and resourceful, with strong problem-solving skills.
• With basic Project Management skills.
• Ability to work independently and manage multiple priorities in a fast-paced environment
  
  

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].

Working Arrangement

Hybrid