Executive Assistant; Boston & Toronto

We are looking for a motivated Executive Assistant to join our growing Advanced Analytics team to support 2-3 Vice President/s (VPs). He/she will be responsible for the effective management of priorities through high‑quality administration.

• Provide diverse and advanced administrative support to VP‑level staff.
• Within established guidelines, relieve executive and/or officer of details and advanced administrative duties; personally take action whenever possible.
• Schedule meetings and prepare agendas.
• Manage complex calendars that change frequently; own the draft of invites and proactively add context for attendees.
• Serve as the de‑facto office manager for staff on the floor.
• Perform other duties as assigned, such as taking minutes of meetings or other administrative functions to support departmental meetings.
• Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules; handle details for foreign travel including entry papers, currency, passports, and visas.
• Complete expense reports and maintain detailed records of expenses.
• Prioritize meeting requests, personally responding whenever possible and using judgment on potentially urgent matters.
• Communicate information to and from the executive/officer to a wide range of internal and external contacts.
• Manage projects as assigned and ensure accurate and timely completion of tasks.
• Generally plan, organize and schedule own work.
• Follow up with billing‑related matters or expense charge discrepancies.
• Assist with planning and implementation of departmental events and activities.
• Assist in creating draft presentations.
• Provide minor admin assistance to the team.
• Assist with booking rooms and coordinating catering for the team in Boston.
• Support Real‑Estate‑related tasks, including assigning seats and coordinating team moves.
• Organize Town Hall viewing rooms across sites for town halls and off‑sites.
• Act as local point of contact for Boston team logistics, office coordination, and day‑to‑day administrative support.
• Coordinate visitor logistics for Boston‑based meetings, including room access, guest registration and on‑site support needs.
• Partner with Facilities, Real‑Estate, and IT teams to support office‑related requests, meeting‑room readiness, and employee onboarding logistics.
• Support coordination of Boston team events, leadership visits, working sessions and employee engagement activities.
• Maintain awareness of Boston office needs and elevate administrative, space, or meeting support issues as appropriate.
• Act as back‑up to other Executive Assistants on team.
• Be agile as priorities and requests change.

• Work with others to ensure efficiency of the administrative and support functions.
• May oversee or collaborate on special projects or initiatives.
• Mentor administrative support staff.

• Bachelor’s degree in administration, business or relevant areas.
• 2‑5 years of related administrative assistant experience, with some project‑management experience preferred.
• Proficiency in all MS Office applications and technology savvy.
• Broad understanding of the organization’s policies and practices.
• Ability to work in a global work environment.
• Strong oral and written communication skills, required to interact with senior officers and representatives.
• Excellent meeting‑planning and organizational skills (planning, coordination, priority setting, task management and follow‑through).
• Ability to manage complex and sensitive work situations with sound judgment, discretion and empathy.
• Highly collaborative and results‑oriented.
• Strong interpersonal skills and ability to work effectively across cultures.

• Activity Coordination
• Business Partnering
• Prioritization
• Service Delivery Effectiveness
• Troubleshooting/Technical Support

• Prioritizing meetings, calls and situations for executive review.
• Improving administrative business practices to increase effectiveness.

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…