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About the Role

The Executive Assistant will provide advanced-level administrative and organizational support to the General Account Investment team, enabling the team to operate efficiently and effectively in a fast-paced, investment-driven environment. This role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while supporting VP level staff and other General Account team members.

Responsibilities

Provide diverse and advanced administrative support to VP level staff and other General Account team members in the Boston office.
Serve as the defacto office manager for staff on the floor.
Relieve executive and/or officers of details and advanced administrative duties within established guidelines, taking action whenever possible.
Schedule meetings and prepare agendas.
Manage complex calendars that change frequently, prioritizing meeting requests and responding personally using judgment on potentially urgent matters.
Draft meeting invites and proactively incorporate additional context for attendees.
Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules.
Handle details involving foreign travel, including entry papers, currency, passports, business travel letters, and visas.
Complete expense reports and maintain detailed records of expenses.
Follow up with billing-related matters or expense charge discrepancies.
Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.
Maintain complex department databases, including the Annual Review Tracking database and AllVue portfolio management, as well as filing systems for teams, including confidential data, to ensure records are accurate and up-to-date.
Screen mail and telephone calls, direct requests to the appropriate person, and follow up on replies.
Register visitors and arrange function rooms, menus, and travel for large and small external meetings in accordance with Company travel policies.
Perform other duties as assigned, such as taking minutes of meetings, space planning for new associates, record keeping, maintaining contacts and inputting business cards, maintaining office supplies, invoice and purchasing activity, or other administrative functions.
Participate in broader department projects as required, ensuring the accurate and timely completion of tasks.
Assist with the planning and implementation of departmental events and activities.
Assist in creating draft presentations.
Act as back-up to other Executive Assistants on the team.
Plan, organize, and schedule own work, demonstrating agility as priorities and requests change.

Requirements

College or Associate's Degree or equivalent.
2+ years of related administrative assistant experience, some project management experience preferred.
Strong organizational skills (planning, coordination, priority setting, task management and follow through).
Proficiency in all MS Office applications, Outlook, Teams, Concur, Workday; technology savvy, able to learn new software platforms such as AllVue.
Ability to work in a global work environment.
Strong oral/written communication skills required to interact with senior officers and representatives.
Excellent meeting planning skills.
Ability to manage complex and sensitive work situations with sound judgment, discretion, and empathy.
Highly collaborative and results-oriented.
Strong interpersonal skills and ability to work effectively across cultures.

Skills

MS Office applications
Outlook
Teams
Concur
Workday
AllVue
Meeting planning
Organizational skills
Communication skills
Interpersonal skills

Location

Boston

Work Type

Hybrid

Experience Level

2+ years of related administrative assistant experience

Education Level

College or Associate's Degree or equivalent

Salary/Compensations

$55,125.00 CAD - $91,875.00 CAD

Benefits

Health, dental, mental health, vision, short- and long-term disability, life and AD&D insurance coverage
Adoption/surrogacy and wellness benefits
Employee/family assistance plans
Retirement savings plans (including pension and a global share ownership plan with employer matching contributions)
Financial education and counseling resources
Holidays, vacation, personal, and sick days
Full range of statutory leaves of absence

About the Company

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better.
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.

Equal Opportunity

Manulife is an Equal Opportunity Employer.
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.