Executive Assistant to the Chief Marketing Officer

We’re seeking a creative and highly organized Executive Assistant to the Chief Marketing Officer. Provides diverse and advanced administrative support for a senior officer. Utilizes technical and business knowledge, company policies and practices and overall organizational awareness to support and communicate on behalf of executive and / or officer.

Position Responsibilities

Provide Administrative Support to the CMO

• Calendar and meeting management
• Arranges and coordinates travel and meeting schedules, including travel agendas and meeting schedules. Handles details involving foreign travel including entry papers, currency, passports and visas
• Expense management – Monthly submission for reimbursement & liquidation, completes expense reports and maintains detailed records of expenses, Follow up with billing related matters or expense charge discrepancies
• Ensures status reports of all direct reports of the CMO are submitted on a timely basis
• Personal arrangements on medical, staffing, car maintenance etc
• Maintains file records for executive and/or officer
• Performs other duties as assigned, such as taking minutes of meetings or other administrative functions to support departmental meetings
  
  

Risk Management, Control and Compliance

• Ensure Marketing Dept. is compliant with Records Management requirements
• Assist in testing controls for efficacy, as needed
• Act as Marketing Coordinator for Business Continuity Plan
  
  

Provide Administrative Support to the Marketing Team

• Provide coordination support: (Tech, BCP, Finance, etc)
• Provide coordination in setting up on / offsite meetings that involve Senior leaders or Executive Committees
• Support Marketing team in delivering value to the business and the customer
• Support team in Event activations, planning and execution
• Serve as the defacto office manager for staff on the floor
• Regularly interacts with other Executive assistants, Executive committee members, board and committee members, other internal and external leaders to obtain and furnish information
• Use various applications to produce reports, spreadsheets, presentations and other documents, on-board vendors,
• Generally, plans, organizes and schedules own work
• Handles significant corporate and regulatory matters including insurance company license renewals, payments of related fees, making of required notice filings, corporate annual reports
• Within established guidelines, relieve Executive and/or officer of details and advanced administrative duties. Personally, acts whenever possible.
• Manages projects assigned and ensures the accurate and timely completion of tasks.
• Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.
• Delegates for staff implementation of commitments made by the executive and/or officer and updates the executive and/or officer on progress.
• Gathers, assembles and analyzes highly confidential and sensitive information and data from a wide variety of sources and prepares reports and memoranda. May make recommendations regarding changes and solutions to issues or problems.
• May prioritize telephone calls and meeting requests, personally responding whenever possible using judgment on potentially urgent matters.
• Prioritizes and summarizes contents of incoming materials, e.g. mail, reports, government notifications, articles, competitor packages requiring knowledge of operations, an understanding of pertinent individuals involved, protocols, actions required, timelines, signature authority required, compliance and regulatory mandates.
• Composes correspondence and documents of a highly confidential nature.
  
  

Required Qualifications

• Bachelor’s degree
• 7 plus years of related secretarial or administrative assistant experience
• 5 – 7 years of related experience
• Proficiency in all MS Office applications
• Proficiency in English language (Speaking and writing)
  
  

Preferred Qualifications

• Broad understanding of the organization’s policies and practices Competencies:
• Activity Coordination
• Business Partnering
• Prioritization
• Service Delivery Effectiveness
• Troubleshooting/Technical Support Decision Authorities:
• Prioritizing meetings, calls and situations for executive review
• Improving administrative business practices to increase effectiveness
  
  

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