Executive Assistant

Manulife • Boston, MA

5d • $53,250 - $88,750 • Hybrid

About The Position

The Executive Assistant will provide advanced‑level administrative and organizational support to the General Account Investment team, enabling the team to operate efficiently and effectively in a fast‑paced, investment‑driven environment. This role requires strong organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while supporting VP level staff and other General Account team members. Position Responsibilities: Provide diverse and advanced administrative support to VP level staff and other General Account team members in the Boston office. Serve as the defacto office manager for staff on the floor. Within established guidelines, relieve executive and/or officers of details and advanced administrative duties. Personally, take action whenever possible. Schedule meetings and prepare agendas. Manage complex calendars that change frequently. Prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters. Own the draft of invites and be proactive to incorporate additional context for attendees. Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules. Handle details involving foreign travel including entry papers, currency, passports, business travel letters, and visas. Complete expense reports and maintain detailed records of expenses. Follow up with billing related matters or expense charge discrepancies. Communicate information to and from the executive/officer to and from a wide range of internal and external contacts. Maintain complex department databases, including the Annual Review Tracking database and AllVue portfolio management, as well as filing system for teams, including confidential data, to ensure records are accurate and up-to-date. Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies. Register visitors and arrange function room, menus and travel for large and small external meetings in accordance with Company travel policies. Perform other duties as assigned, such as taking minutes of meetings, space planning (new associates), record keeping, maintaining contacts and inputting business cards, maintaining office supplies, invoice and purchasing activity, or other administrative functions. May participate in broader department projects as required; ensure the accurate and timely completion of tasks. Assist with the planning and implementation of departmental events and activities. Assist in creating draft presentations. Acts as back-up to other Executive Assistants on team. Generally, plan, organize and schedule own work. Ability to be agile as priorities and request change.

Requirements

• Associate's degree or equivalent.
• 2+ years of related administrative assistant experience, some project management experience preferred.
• Strong organizational skills (planning, coordination, priority setting, task management and follow through).
• Proficiency in all MS Office applications, Outlook, Teams, Concur, Workday; technology savvy, able to learn new software platforms such as AllVue.
• Ability to work in a global work environment.
• Strong oral/written communication skills required to interact with senior officers and representatives.
• Excellent meeting planning skills.
• 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.

Responsibilities

• Provide diverse and advanced administrative support to VP level staff and other General Account team members in the Boston office.
• Serve as the defacto office manager for staff on the floor.
• Within established guidelines, relieve executive and/or officers of details and advanced administrative duties.
• Personally, take action whenever possible.
• Schedule meetings and prepare agendas.
• Manage complex calendars that change frequently.
• Prioritize meeting requests, personally responding whenever possible using judgment on potentially urgent matters.
• Own the draft of invites and be proactive to incorporate additional context for attendees.
• Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules.
• Handle details involving foreign travel including entry papers, currency, passports, business travel letters, and visas.
• Complete expense reports and maintain detailed records of expenses.
• Follow up with billing related matters or expense charge discrepancies.
• Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.
• Maintain complex department databases, including the Annual Review Tracking database and AllVue portfolio management, as well as filing system for teams, including confidential data, to ensure records are accurate and up-to-date.
• Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies.
• Register visitors and arrange function room, menus and travel for large and small external meetings in accordance with Company travel policies.
• Perform other duties as assigned, such as taking minutes of meetings, space planning (new associates), record keeping, maintaining contacts and inputting business cards, maintaining office supplies, invoice and purchasing activity, or other administrative functions.
• May participate in broader department projects as required; ensure the accurate and timely completion of tasks.
• Assist with the planning and implementation of departmental events and activities.
• Assist in creating draft presentations.
• Acts as back-up to other Executive Assistants on team.
• Generally, plan, organize and schedule own work.
• Ability to be agile as priorities and request change.

Benefits

• health
• dental
• mental health
• vision
• short- and long-term disability
• life and AD&D insurance coverage
• adoption/surrogacy and wellness benefits
• employee/family assistance plans
• retirement savings plans (including pension/401(k) savings plans and a global share ownership plan with employer matching contributions)
• financial education and counseling resources
• paid holidays
• personal days
• vacation
• sick time

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree