Executive Assistant (Boston & Toronto)

Manulife•Boston, MA

6d•Hybrid

About The Position

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.

Requirements

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 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

Nice To Haves

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.

Responsibilities

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.
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
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.