Executive Assistant

The role is part of the Executive Assistance and Travel Management team at Manulife Business Processing Services (MBPS). The Executive Assistant is responsible for providing virtual support to Assistant Vice President/s (AVPs) and Vice Presidents (VPs), offering high-level administrative assistance. Key responsibilities include managing calendars, arranging travel, coordinating and attending meetings, taking minutes, handling expense reimbursements, and providing general administrative support to the team. This role is essential for ensuring smooth and efficient operations, requiring confidentiality, professionalism, and exceptional organizational skills. The ideal candidate is proactive, detail-oriented, excels in a fast-paced environment, and possesses basic project management skills.

Role and Responsibilities:

• Provide comprehensive executive support to multiple leaders, including managing calendars, scheduling meetings, organizing travel arrangements and handle expense reimbursements.
• Organizing travel itineraries including visas, and processing expenses (experienced with Concur or similar system).
• Adept with scheduling across multiple time zones.
• Coordinate and facilitate key team meetings, including agenda preparation, minute-taking, and follow-up on action items.
• Owns/leads and work with various POCs for Corporate Visitor Arrangements, such as agenda creation and logistics.
• Leads the planning and execution of departmental/functional employee engagement events such as Townhalls and planning sessions.
• Other administrative tasks for the executive/s which includes but not limited to managing onboarding/offboarding activities.
• Help draft and send announcements and presentations on behalf of the executive/s.
• Prepare, edit, and distribute correspondence, reports, presentations, and other documents for the team.
• Leads departmental projects and initiatives.
• Manage and prioritize incoming communications, such as phone calls, emails, and mail, ensuring timely and efficient responses.
• Arranges technology desk side support for the executive/s when required.
• Support other administrative tasks such as expense management and travel arrangements and projects required by the team members.
• Support ad hoc requests from some of their direct reports within reason.
• Acts as back-up to other Executive Assistants.

Qualifications:

• 6+ years of relevant experience as an executive assistant, administrative assistant or similar role.
• Strong oral and written communication skills required to interact with senior officers and representatives.
• Strong organizational and time management abilities, with a keen attention to detail.
• Excellent meeting planning and organizational skills (planning, coordination, priority setting, task management and follow through).
• Proficient in making reports and deck/presentations.
• Advanced Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Highly collaborative and results-oriented.
• Ability to handle sensitive and confidential information with discretion.
• Strong interpersonal skills and the ability to work effectively with diverse teams.
• Proactive and resourceful, with strong problem-solving skills.
• With basic Project Management skills.
• Ability to work independently and manage multiple priorities in a fast-paced 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.