Executive Assistant

Manulife • Waterloo, ON

6d • Hybrid

About The Position

Manulife's Marketing Team is seeking an Executive Assistant to provide diverse and advanced administrative support to VP-level staff. This role is open to both US and Canadian applicants. The ideal candidate will have administrative experience and a passion for organization.

Requirements

• 2-5 years of related administrative assistant experience
• 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 required 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

• Bachelor’s degree in administration, business or relevant areas
• Project management experience preferred

Responsibilities

• Schedule meetings and prepare agendas.
• Relieve executive and/or officer of details and advanced administrative duties within established guidelines, taking action whenever possible.
• Manage complex calendars that change frequently, drafting invites and proactively incorporating 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.
• 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.
• 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.
• Create draft presentations.
• Provide minor admin assistance to the team.
• Act as back-up to other Executive Assistants on the team.
• Be agile as priorities and requests change.

Benefits

• Health insurance
• Dental insurance
• Mental health insurance
• Vision insurance
• Short- and long-term disability coverage
• Life and AD&D insurance coverage
• Adoption/surrogacy benefits
• Wellness benefits
• Employee/family assistance plans
• Retirement savings plans (including pension and a global share ownership plan with employer matching contributions)
• Financial education and counseling resources
• Generous paid time off program (in Canada) includes holidays, vacation, personal, and sick days
• Full range of statutory leaves of absence

What This Job Offers

• Job Type: Full-time
• Career Level: Executive