We are looking for a motivated Executive Assistant to join our growing Advanced Analytics team to support 2-3 Vice President/s (VPs). He/she will be responsible for the effective management of priorities through high quality administration.
Administrative Support:
- Provide diverse and advanced administrative support VP level staff
- Within established guidelines, relieve executive and/or officer of details and advanced administrative duties. Personally, take action whenever possible.
- Schedule meetings and prepare agendas.
- Manage complex calendars that change frequently own the draft of invites and be proactive to incorporate additional context for attendees
- Serve as the defacto office manager for staff on the floor.
- Perform other duties as assigned, such as taking minutes of meetings, or other administrative functions to support departmental meetings.
- Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules. Handle details involving foreign travel including entry papers, currency, passports, and visas.
- Complete expense reports and maintain detailed records of expenses.
- May prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters.
- Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.
- Manage projects as assigned and ensure the accurate and timely completion of tasks.
- Generally, plan, organize and schedule own work.
- Follow up with billing related matters or expense charge discrepancies.
- Assist with the planning and implementation of departmental events and activities
- Assist in creating draft presentations
- Minor admin assistance to the team
- Assist with booking rooms and coordinating catering for the team in Boston.
- Support Real Estate-related tasks, including assigning seats and coordinating team moves.
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- Organize Town Hall viewing rooms across sites for town halls and offsites.
- Act as a local point of contact for Boston team logistics, office coordination, and day-to-day administrative support.
- Coordinate visitor logistics for Boston-based meetings, including room access, guest registration, and on-site support needs.
- Partner with Facilities, Real Estate, and IT teams to support office-related requests, meeting room readiness, and employee onboarding logistics.
- Support coordination of Boston team events, leadership visits, working sessions, and employee engagement activities.
- Help maintain awareness of Boston office needs and escalate administrative, space, or meeting support issues as appropriate.
- Acts as back-up to other Executive Assistants on team
- Ability to be agile as priorities and request change
Shared Responsibilities:
- EA team
- Work with others to ensure efficiency of the administrative and support functions.
- May oversee or collaborate on special projects or initiatives.
- Mentor administrative support staff.
Required Qualifications:
- Bachelor’s degree in administration, business or relevant areas
- 2-5 years of related administrative assistant experience, some project management experience preferred
- Proficiency in all MS Office applications, as well as technology savvy
- Broad understanding of the organization’s policies and practices.
- Ability to work in a global work environment
- Strong oral/written communication skills required to interact with senior officers and representatives
- Excellent meeting planning and organizational skills (planning, coordination, priority setting, task management and follow through)
- Ability to manage complex and sensitive work situations with sound judgement, discretion, and empathy
- Highly collaborative and results-oriented
- Strong interpersonal skills and ability to work effectively across cultures
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.
LI-Hybrid
The role being advertised is an existing vacancy.
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 hr@manulife.com.
Referenced Salary Location Boston, Massachusetts
Working Arrangement
Hybrid
Salary range is expected to be between $53,250.00 USD - $88,750.00 USD
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 hr@manulife.com for the salary range for your location.
Manulife/John Hancock 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/401(k) savings plans and a global share ownership plan with employer matching contributions) and financial education and counseling resources. Our generous paid time off program in the U.S. includes up to 11 paid holidays, 3 personal days, 150 hours of vacation, and 40 hours of sick time (or more where required by law) each year, and we offer the full range of statutory leaves of absence.
We use data and analytics technologies, such as artificial intelligence (AI), and automated processing tools, to analyze and process the information you provide to us or third parties in the application process. For mor
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