Administrative Assistant

The role is part of the Executive Assistance and Travel Management team at Manulife Business Processing Services (MBPS). The Administrative Assistant (AA) is responsible for providing high-level administrative support to multiple leaders within Intermediary Retail Management. This role is instrumental in maintaining smooth and efficient operations by managing complex calendars, coordinating travel logistics, and processing expenses with accuracy and timeliness.

The Administrative Assistant is expected to support several executives simultaneously and act as a dependable back-up to other Administrative Assistants, fostering a collaborative and agile team environment. Success in this role requires a high degree of confidentiality, professionalism, and exceptional organizational skills. The ideal candidate is proactive, detail-oriented and thrives in a fast-paced environment.

Role and Responsibilities:

The Administrative Assistant is accountable for the effective management of priorities through high-quality administration and consistent follow-through on deliverables.

Responsibilities include:

• Calendar Management: Manage multiple executive calendars, schedule meetings across different time zones, resolve conflicts, and ensure optimal time utilization.
• Travel Coordination: Arrange end-to-end travel logistics including flights, visa, accommodations, ground transportation, and itineraries, ensuring alignment with company policies and executive preferences. Experience with Concur or similar systems is preferred.
• Expense Management: Prepare, submit, and track expense reports in a timely and accurate manner, ensuring compliance with corporate guidelines.
• Administrative and Back-up Support: Provide coverage for other Executive / Administrative Assistants during absences or peak periods to ensure continuity of service and team collaboration.

Qualifications:

• Minimum 4 years of relevant experience in an Executive or Administrative Assistant role supporting multiple senior leaders simultaneously
• Strong oral and written communication skills, with the ability to interact professionally with multiple senior executives
• Excellent organizational and time management skills, including planning, coordination, priority setting, and task follow-through
• Demonstrated ability to manage complex and sensitive work situations with sound judgment, discretion, and empathy
• Highly collaborative and results-oriented, with a strong sense of accountability
• Advanced proficiency in Microsoft Outlook and the MS Office Suite (PowerPoint, Excel, Word, OneNote)
• Proficiency in Concur and global travel management tools
• Strong interpersonal skills and ability to work effectively across cultures
• Excellent English communication skills, both written and verbal

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.