Executive Assistant

We are seeking a creative and highly organized Executive Assistant who will provide advanced administrative support to a senior executive. This role requires the application of technical and business expertise, a strong understanding of company policies and practices, and broad organizational awareness to effectively support and communicate on behalf of the executive.

Position Responsibilities:

Provide Administrative Support

• Manage the executive calendar, meetings, daily priorities, and follow-ups.

• Arrange and coordinate travel, including itineraries, meeting schedules, entry requirements, visas, passports, currency, and related documents.

• Prepare and submit expense reports, reimbursements, liquidations, and related records; follow up on billing matters or expense discrepancies.

• Maintain the executive files, records, and confidential documents.

• Screen and prioritize calls, meeting requests, and urgent matters using sound judgment.

• Coordinate with other Executive Assistants, ExCom offices, business leaders, board and committee members, and external contacts on behalf of the executive.

• Track commitments made by the executive, follow up with the right team members, and provide progress updates.

• Gather and organize confidential information, reports, or updates needed by the CMO.

• Support the executive in personal and confidential matters within reasonable limits, including insurance, medical coordination, staffing matters, car maintenance, and other personal requests.

• Perform other administrative duties assigned by the executive.

 

Department Administration

• Serve as the office coordinator for the department.

• Provide administrative support to the department unit leads as directed by the executive.

• Coordinate department meetings, leadership meetings, team updates, and other internal routines.

• Collect and follow up on status reports and action items from the executive direct reports.

• Prepare or organize meeting notes, agendas, reports, spreadsheets, presentations, and other documents.

• Help improve administrative processes, filing systems, and coordination routines for the department.

• Plan and coordinate team engagement, morale, and culture-building activities.

 

Budget, Vendor, and Event Logistics Coordination

• Coordinate with department unit leads, Finance, Procurement, and other business units to help manage department budgets.

• Files payments to vendors using authorized payment channels (i.e. Lawson) for department units as deemed necessary

• Support vendor onboarding, purchase requests, invoice follow-ups, payment documentation, and other budget-related administrative requirements.

• Provide logistics and administrative coordination for department events, activations, leadership meetings, and senior stakeholder engagements.

• Coordinate event schedules, venues, materials, attendees, approvals, supplier requirements, and follow-ups.

• Support the planning process for events and activations, but does not own campaign strategy, creative development, or department execution.

 

Risk, Compliance, and Records Management

• Help ensure the department complies with records management requirements.

• Serve as Records Coordinator for department records in SharePoint.

• Serve as Department Coordinator for Business Continuity Planning.

• Support the Department Risk Champion by helping coordinate process documentation, reminders, and team communication.

• Coordinate assigned corporate, regulatory, or compliance-related administrative requirements, including license renewals, related payments, required filings, and annual reports.

Required Qualifications:

• Strong command of executive calendar management, travel coordination, expense administration, meeting and event coordination, document management, and stakeholder follow-through.

• Proficient in Microsoft Office and collaboration tools, including Outlook, Teams, PowerPoint, Excel, Word, SharePoint, and Copilot

• Demonstrates strong communication, prioritization, discretion, attention to detail, organizational agility, stakeholder management, and sound judgment.

• Able to work independently, manage confidential information, anticipate executive needs, coordinate across senior stakeholders, and improve administrative processes that support the effectiveness of the executive and department leadership team.

• Comfortable with using AI tools to improve and enhance productivity

Preferred Qualifications:

• Bachelor’s degree or equivalent relevant experience.

• At least 7 years of executive assistant, senior administrative, or business support experience, preferably supporting a senior leader in a matrixed corporate 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].

Hybrid