Executive Assistant

Manulife•Boston, MA

1d•Hybrid

About The Position

We are looking for an Executive Assistant to provide diverse and advanced administrative support for a senior officer. The Executive Assistant will utilize technical and business knowledge, company policies and practices, and overall organizational awareness to support and communicate on behalf of the executive and/or officer.

Requirements

High School diploma and advanced secretarial certificate
7 plus years of related secretarial or administrative assistant experience
5 – 7 years of related experience
Proficiency in all MS Office applications
Broad understanding of the organization’s policies and practices

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Within established guidelines, relieves executive and team of details and advanced administrative duties. Personally, takes action whenever possible.
Manages projects as assigned and ensures the accurate and timely completion of tasks.
Communicates information to and from the executive and team from a wide range of internal and external contacts.
Delegates for staff implementation of commitments made by the executive and team and updates the executive and team on progress.
Gathers, assembles, and analyzes highly confidential and sensitive information and data from a wide variety of sources and prepares reports and memoranda. May make recommendations regarding changes and solutions to issues or problems.
May prioritize telephone calls and meeting requests, personally responding whenever possible using judgment on potentially urgent matters.
Prioritizes and summarizes contents of incoming materials, e.g., mail, reports, government notifications, articles, competitor packages requiring knowledge of operations, an understanding of pertinent individuals involved, protocols, actions required, timelines, signature authority required, compliance and regulatory mandates.
Composes correspondence and documents of a highly confidential nature.
Maintains file records for executive and/or officer.
Schedules meetings and prepares agendas.
Regularly interacts with board and committee members, other internal and external executives to obtain and furnish information.
Uses various applications to produce reports, spreadsheets, presentations, and other documents.
Generally, plans, organizes, and schedules own work.
Arranges and coordinates travel and meeting schedules, including travel agendas and meeting schedules. Handles details involving foreign travel including entry papers, currency, passports, and visas.
Handles significant corporate and regulatory matters.
Completes expense reports and maintains detailed records of expenses.
Follows up with billing related matters or expense charge discrepancies.
Logs expense and entertainment information.
Performs other duties as assigned, such as taking minutes of meetings or other administrative functions to support departmental meetings.
Works with others to ensure efficiency of the administrative and support functions.
May oversee or collaborate on special projects or initiatives.