Executive Assistant

Manulife • Boston, MA

6h • Hybrid

About The Position

MIM is seeking candidates to apply for the position of Executive Assistant for its Private markets Group. The position will be located in MIM’s Boston office. Position Responsibilities: Assemble information to use in reports and meetings, including, letters, graphics and other documents and handle routine correspondence as directed. Schedule appointments and meetings for department personnel. Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies. Make travel arrangements for department staff and process related expenses reports. Arrange function room(s), menus and travel for large and small external meetings in accordance with Company travel policies. Track expenses and invoices and ensure payments are coded to the appropriate account. Report on variances and research discrepancies. Organize, coordinate and execute marketing events in conjunction with department staff. Includes exploring venue options, securing space/tickets and planning menus, accommodations and travel. Support front office teams with administrative tasks related to books and records and direct support during quarterly and annual audit processes. Provide front office team with support when transactions occur, specifically updating legal documents and forms and coordinating signatures. Set up and maintain filing system for assigned department(s), including confidential data and ensure records are accurate and up-to-date. Utilize software to generate reports, brochures, pamphlets, presentations, in-house publications, etc. Handle administrative projects as assigned and ensure the accurate and timely completion of tasks. Coordinate the onboarding of new employees and offboarding of departing employees. Ensure timely delivery of, and set up of hardware (computers, mobile phones, etc.). Performs other duties such as: space planning (new hires), record keeping, phone listings, shared folder update, maintaining office supplies, and invoice and purchasing activity. Coordinate with vendor management team on the onboarding of new vendors. Other duties as assigned.

Requirements

• A minimum of 3 years administrative assistant experience.
• Strong organizational skills.
• Strong verbal and written communication skills.
• Ability to gather and consolidate data from various sources.
• Ability to set priorities, handle multiple tasks, and meet deadlines.
• Flexible and adaptable to rapidly changing priorities and the ability to handle confidential information.
• Typing and proficiency in Windows based computer applications (Microsoft Office).

Nice To Haves

• Bachelor's Degree desired but not required.
• Notary Public license a plus.
• Prior experience with updating forms and legal documents a plus.

Responsibilities

• Assemble information to use in reports and meetings, including, letters, graphics and other documents and handle routine correspondence as directed.
• Schedule appointments and meetings for department personnel.
• Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies.
• Make travel arrangements for department staff and process related expenses reports.
• Arrange function room(s), menus and travel for large and small external meetings in accordance with Company travel policies.
• Track expenses and invoices and ensure payments are coded to the appropriate account.
• Report on variances and research discrepancies.
• Organize, coordinate and execute marketing events in conjunction with department staff. Includes exploring venue options, securing space/tickets and planning menus, accommodations and travel.
• Support front office teams with administrative tasks related to books and records and direct support during quarterly and annual audit processes.
• Provide front office team with support when transactions occur, specifically updating legal documents and forms and coordinating signatures.
• Set up and maintain filing system for assigned department(s), including confidential data and ensure records are accurate and up-to-date.
• Utilize software to generate reports, brochures, pamphlets, presentations, in-house publications, etc.
• Handle administrative projects as assigned and ensure the accurate and timely completion of tasks.
• Coordinate the onboarding of new employees and offboarding of departing employees.
• Ensure timely delivery of, and set up of hardware (computers, mobile phones, etc.).
• Performs other duties such as: space planning (new hires), record keeping, phone listings, shared folder update, maintaining office supplies, and invoice and purchasing activity.
• Coordinate with vendor management team on the onboarding of new vendors.
• Other duties as assigned.

Benefits

• 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.
• Manulife/John Hancock offers eligible employees a wide array of customizable benefits, including health, dental, mental health, vision, short- and long-term disability, life and AD&D insurance coverage, adoption/surrogacy and wellness benefits, and employee/family assistance plans.
• We also offer eligible employees various retirement savings plans (including pension/401(k) savings plans and a global share ownership plan with employer matching contributions) and financial education and counseling resources.
• Our generous paid time off program in the U.S. includes up to 11 paid holidays, 3 personal days, 150 hours of vacation, and 40 hours of sick time (or more where required by law) each year, and we offer the full range of statutory leaves of absence.

What This Job Offers

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