We’re seeking a creative and highly organized Executive Assistant to the Chief Marketing Officer. Provides diverse and advanced administrative support for a senior officer. Utilizes technical and business knowledge, company policies and practices and overall organizational awareness to support and communicate on behalf of executive and / or officer.

Position Responsibilities:

Provide Administrative Support to the CMO

Calendar and meeting management

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

Expense management – Monthly submission for reimbursement & liquidation, completes expense reports and maintains detailed records of expenses, Follow up with billing related matters or expense charge discrepancies

Ensures status reports of all direct reports of the CMO are submitted on a timely basis

Personal arrangements on medical, staffing, car maintenance etc

Maintains file records for executive and/or officer

Performs other duties as assigned, such as taking minutes of meetings or other administrative functions to support departmental meetings

Risk Management, Control and Compliance

Ensure Marketing Dept. is compliant with Records Management requirements

Assist in testing controls for efficacy, as needed

Act as Marketing Coordinator for Business Continuity Plan

Provide Administrative Support to the Marketing Team 

Provide coordination support: (Tech, BCP, Finance, etc)

Provide coordination in setting up on / offsite meetings that involve Senior leaders or Executive Committees

Support Marketing team in delivering value to the business and the customer

Support team in Event activations, planning and execution

Serve as the defacto office manager for staff on the floor

Regularly interacts with other Executive assistants, Executive committee members, board and committee members, other internal and external leaders to obtain and furnish information

Use various applications to produce reports, spreadsheets, presentations and other documents, on-board vendors,

Generally, plans, organizes and schedules own work

Handles significant corporate and regulatory matters including insurance company license renewals, payments of related fees, making of required notice filings, corporate annual reports

Within established guidelines, relieve Executive and/or officer of details and advanced administrative duties. Personally, acts whenever possible.

Manages projects assigned and ensures the accurate and timely completion of tasks.

Communicate information to and from the executive/officer to and from a wide range of internal and external contacts.

Delegates for staff implementation of commitments made by the executive and/or officer and updates the executive and/or officer 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.

Required Qualifications:

Bachelor’s degree

7 plus years of related secretarial or administrative assistant experience

5 – 7 years of related experience

Proficiency in all MS Office applications

Proficiency in English language (Speaking and writing)

Preferred Qualifications:

Broad understanding of the organization’s policies and practices Competencies:

Activity Coordination

Business Partnering

Prioritization

Service Delivery Effectiveness

Troubleshooting/Technical Support Decision Authorities:

Prioritizing meetings, calls and situations for executive review

 Improving administrative business practices to increase effectiveness

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