Executive Assistant
Toronto, ON CA
1d ago

Are you looking for unlimited opportunities to develop and succeed? With work that challenges and makes a difference, within a flexible and supportive environment, we can help our customers achieve their dreams and aspirations.

Job Description

This Executive Assistant (EA) role will report into the Head of Strategy for Global Operations. The role plays a critical role in the day-to-day logistical and administrative success of the strategy head.

This position requires strong judgment, professionalism, prioritization and confidentiality in dealing with high profile situations that require tact and diplomacy.

Daily interactions will involve internal and external stakeholders globally, crossing time zones and cultures.

The EA ensures ongoing smooth operation of the Head of Strategy for Global Operations office. This individual anticipates issues, works collaboratively across various departments.

This role initiates appropriate action to ensure the most effective use of the leader’s time through effective calendar management, coordination of meetings, travel arrangements, expense reporting, preparing documents and presentation material.

Additional primary responsibilities span general and administrative support including : maintaining an electronic filing system, telephone screening, drafting responses to semi-routine inquiries, photocopying, maintaining the org chart and mail sorting.

This role is suited to a high performing, energetic and personable professional that can effectively prioritize and manage affairs while being an exemplary representative of Global Operations to all stakeholders.

Responsibilities :

  • Complex calendar management requiring an understanding of the leader’s priorities.
  • Organization of regularly scheduled meetings with direct reports, co-ordination of management meetings / conferences, internal & external conference room / catering bookings and teleconferencing / video conference set-up as required.
  • Manage and support email inbox, voice mails and all other communication streams. This includes : screening incoming communications, prioritizing and flagging items for response;
  • using knowledge of the Company’s operations to answer routine inquiries from various internal / external sources; or redirecting requests to those who might more appropriately respond, and following up on replies.

  • Exercise discretion in handling confidential information; and interact effectively with all levels of management, other departments, other executive assistants, internal and external customers using tact and diplomacy in all dealings.
  • Proactively anticipate issues and take appropriate action to ensure the most effective use of the leader’s time; advise of incoming priorities on a timely basis.
  • Ensure that the leader has all necessary information for meetings, i.e., organize and prepare relevant documentation, coordinate agenda items, etc.
  • by compiling and following up with meeting contacts.

  • Prepare correspondence and presentation materials for executive use as well as general and administrative support including : make edits to and format documents, photocopying, maintaining an electronic filing system, mail sorting, telephone screening and drafting responses to semi-routine inquiries.
  • Make travel arrangements and track expenses incurred. Ability to manage a busy travel schedule and occasionally ad hoc travel plans.
  • Prepare and submit expense reports through collating receipts, entering expense reports on Concur.
  • Review and manage all incoming expenses / system approvals from direct reports.
  • Involved in preparation and submission of the annual budget for the work area. This also includes processing various expenses and invoices payments.
  • Assume a leadership role in onboarding new assistants into the organization and mentoring less experienced staff.
  • Perform other administrative duties required to support the smooth operation of the strategy office, including, maintaining office supplies and equipment (printers and photocopiers), ordering personalized stationary (business cards) as required, supporting effective onboarding and administration of Workday transactions
  • Knowledge / Skills / Competencies / Education :

  • Strong interpersonal skills with a high comfort level in dealing with senior management and individuals at all levels.
  • Team player who collaborates well across departments to ensure desired outcomes are achieved, more specifically with executive assistance peers.
  • Demonstrates tact and professionalism and maintains confidentiality.
  • A results-oriented individual who thrives in a fast-paced environment, takes accountability for their work and is able to make decisions and exercise sound judgment.
  • Ability to balance and prioritize competing demands on their time while maintaining high degree of accuracy.
  • Strong service orientation and sound judgment in assessing and handling requests.
  • Excellent verbal communication, writing and editing skills.
  • Excellent knowledge of Windows, Office 365 (Word, Excel, PowerPoint), Yammer, Skype, Teams, Sharepoint, Workday.
  • Knowledge of the organization's operations and policies
  • Ability to review data for reasonableness using initiative to investigate anomalies.
  • Ability to lead, coach and engage other executives.
  • University or College diploma in Administration or Business or extensive related business experience; minimum of 5 years experience providing executive secretarial support to senior management.
  • Problems / Challenges :

  • Prioritization and time management in a fast paced, high volume workload, multi-tasking environment.
  • Working with diverse stakeholders.
  • Working overtime when required meeting internal or external deadlines.
  • Ability to adapt quickly to unexpected change in schedule and to follow through with affected parties in a timely fashion.
  • Strict confidentiality should always be paramount in everything that represents the office.
  • Ability to work in a changing, ambiguous, fast-paced environment.
  • Resourcefulness in getting the leader information ahead of meetings.
  • Managing conflict and office politics in a professional manner.
  • If you are ready to unleash your potential, it’s time to start your career with Manulife / John Hancock.

    About Manulife

    Manulife Financial Corporation is a leading international financial services group that helps people make their decisions easier and lives better.

    We operate primarily as John Hancock in the United States and Manulife elsewhere. We provide financial advice, insurance, as well as wealth and asset management solutions for individuals, groups and institutions.

    At the end of 2018, we had more than 34,000 employees, over 82,000 agents, and thousands of distribution partners, serving almost 28 million customers.

    As of June 30, 2019, we had over $1.1 trillion (US$877 billion) in assets under management and administration, and in the previous 12 months we made $29.

    4 billion in payments to our customers. Our principal operations in Asia, Canada and the United States are where we have served customers for more than 100 years.

    With our global headquarters in Toronto, Canada, we trade as 'MFC' on the Toronto, New York, and the Philippine stock exchanges and under '945' in Hong Kong.

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