Executive Assistant

Manulife•Toronto, ON

10d•CA$55,125 - CA$91,875•Hybrid

About The Position

Manulife's Audit Team is seeking an Executive Assistant to provide diverse, advanced administrative support to their Executive staff. This role is ideal for someone with administrative experience and a passion for organization, looking to help shape the future and discover that better can take them anywhere they want to go.

Requirements

5 years of executive assistant experience in a large corporate environment.
Diploma in Administration or extensive related administrative experience.
Strong interpersonal, professional, and diplomacy skills with a high comfort level in dealing with senior management and individuals at all levels in the organization, as well as outside contacts.
Excellent knowledge of MS Office products
Proven relationship skills including the ability to act as a liaison between Audit Services staff and all internal and external customers and vendors.
Strong customer service and commitment to quality.
Ability to communicate ideas orally and in writing.
Strong writing and editing skills.
Proven self-starter who takes initiative and thrives in a fast-paced environment.
Ability to balance multiple priorities and projects and prioritize work.
Results-oriented and organized.
Ability to pay great attention to detail.
Ability to make decisions and exercise sound judgment.
Demonstrates tact and professionalism and maintains confidentiality
Ability to exercise discretion with highly sensitive information is particularly important.

Nice To Haves

Knowledge of Manulife operations and company policies is an asset.

Responsibilities

Set priorities to meet workloads and maintain a high degree of accuracy.
Establish quality standards for administration, including administrative support, general administration, supply management, and premises management.
Manage calendar entries for VPs and AVPs as requested; Manage calendar entries for others occasionally, on an as-needed basis.
Assist Executives with Monthly, Quarterly and Annual meetings and any additional special events as requested.
Assist Executive staff with booking Travel arrangements, hotel reservations and transportation as requested.
Assist in obtaining their travel visas when required.
Prepare and submit expense reports for Executive Staff.
Help plan, coordinate, and execute off-site, team meetings, townhalls, and onsite conferences.
Provide all necessary support to Executive staff, including catering, reservations, invitations and preparations of documents for their meetings.
Maintain distribution lists for various internal and external communications.
Assist Executives with the Annual Audit Plan as requested.
Assist the Senior Management Team, including members not located at the Toronto office.
Prepare and/or distribute Audit Reports and various confidential documents for Executive and Senior Management staff.
Assist with onboarding new audit staff and contractors including requisitions for technology needs and other equipment.
Assist with other centralized processes including preparing invoices for payment, preparing check requisitions and submitting invoices to accounts payable.
Assist with the maintenance of the FTE and Work Area List and Organization chart for the department.
Assist in reviewing appropriate access to Audit and Advisory Services' applications, databases, networks, and other as required.
Assist in managing the day-to-day operations of the office.