Manulife is looking for an Executive Assistant and Office Manager to join our team in Ireland.

Reporting directly to the CEO, primary responsibilities would be:

Management of the annual calendar, travel and expenses for the CEO 

Contact point for key industry relationships e.g. Irish Funds, Basis point

Accountable for the MIM Ireland Business Continuity Plan and testing  

Responsible for maintaining and supporting the on boarding procedure for MIM Ireland with Human Resources & Technology teams

Support in office meetings & visitors to the Dublin office e.g. Board members including

Access card management

Maintaining & providing updated FAQ information for visitors

Liaison with Concierge

Management of Document signoff & Register on behalf of MIM Ireland

Ensure all documents presented for CEO (or Director) signature are in good order i.e. reviewed & pre- approved by business & legal teams, as appropriate

Maintain audit trail, on the Executive Office SharePoint site, of each request, approval, & executed version business record

Business Unit Records Coordinator for MIM Ireland

Ensure business unit is compliant with the GWAM Global Records & Information Management Policy to include

Liaison with GWAM Records & Information Team

Coordination of annual attestation for ManCo

Maintenance of Electronic Records Inventory

Implementation of RIM initiatives locally at ManCo level

Management of SharePoint Sites - MIM Ireland / Exec Office / Archive & others as appropriate.

Management of individual SharePoint libraries - including MIMIL Administration & others

Tech Inventory & Management

Laptops / Phones / Peripherals

Local Contact Point re Circuits, Wi-Fi, Printer, MTR Rooms, UPS, etc

Concierge & Landlord Liaison Point

Office Management Responsibilities

Manage key vendor relationships  

Facilities management provider & subcontractors

Fire Reports & Actions Arising

Manage the office access system & access cards

Mobile Phones provider

Electricity provider

Catering & Stationary supplies

Cleaners

Other as appropriate

Liaison with MFC Corporate Real Estate Team re.

Periodic Lease Review Negotiation

Manulife Security Audit

Generate & submit monthly attendance report

Maintain & execute other office management procedures as required e.g. visual safety checks, water temp test etc

Requirements 

Seven years’ executive assistant experience within asset management or a Management Company. 

Third-level university graduate  

Requires comfort with a fast-paced environment, constantly seeking ways to improving efficacy and frequency of meetings.

High comfort level with Technology in a Technology led environment

Exceptional Microsoft Office skills & experience including but not limited to Outlook, Word, Excel, PowerPoint, SharePoint, Teams

Proficiency in CWT, Concur, Fusion/ Salesforce, Archer, Adobe Pro, DocuSign an advantage

Highly organized file management especially within complex organizational structures.

Ability to act with discretion and independence with sensitive communications and      management of executive calendar for large scale and critical path meetings 

Highly organized; especially with digital files and complex organizational structures.

Superior verbal and written skills 

Advanced calendar and schedule techniques 

Values‐oriented, collaborative start‐up culture with focus on value‐added outcomes at all levels of the larger organization. 

International experience with North America and Asia a plus  

Details:  Regular, Full Time, Dublin, IRL, Weekly Hours 35

When you join our team:

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.

About Manulife and John Hancock

Manulife Financial Corporation is a leading international financial services provider, helping people make their decisions easier and lives better. To learn more about us, visit https://www.manulife.com/en/about/our-story.html.

Manulife is an Equal Opportunity Employer

At Manulife/John Hancock, we embrace our diversity. We strive to attract, develop and retain a workforce that is as diverse as the customers we serve and to foster an inclusive work environment that embraces the strength of cultures and individuals. We are committed to fair recruitment, retention, advancement and compensation, and we administer all of our practices and programs without discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, religion or religious beliefs, creed, sex (including pregnancy and pregnancy-related conditions), sexual orientation, genetic characteristics, veteran status, gender identity, gender expression, age, marital status, family status, disability, or any other ground protected by applicable law.

It is our priority to remove barriers to provide equal access to employment. A Human Resources representative will work with applicants who request a reasonable accommodation during the application process. All information shared during the accommodation request process will be stored and used in a manner that is consistent with applicable laws and Manulife/John Hancock policies. To request a reasonable accommodation in the application process, contact recruitment@manulife.com.

Working Arrangement